Sfswmso13 Part 03

Integrated Project 3
I U 1-
SH
Lit.First_oH.IP03Ridefs - Word
hom
e
WE LAYOUT
Select
button
IHBQ
B1 Se|e Cell
REFERENCES
t i n
REVIEW
s r jr
Select Sow
Selecl Table
VIEW
DESIGN
Width: i&85'
C!
E8 Distribute Columns
Cell Size
Skills for Success -
LAYOUT
| B i Distribute Rows
@ Split Cells
Above Below Left Right

C Spirt Table
Rows & Columns
t.
817 Wisteria Lane
Aspen Falls, CA 93468
Selest Column
? m -
TABLE TOOLS
MAILINGS
ejnn
e s a
e s s Direction Margins
the text Whitehurst, and then press [Tab |to

insert a new row. Type your first name,
press ITab |, and then type your last
name. Save y the Word document.
I! Repeal Header Rows

o t Convert to Text
fx Formula
Data
Alignment
Dear Or. Cheek:
11. On the Layout tab, in the Table group,

click the Select button, and then compare
your screen with Figure 3.
We have been pleased wtth the involvement of the Aspen Falls Community College in our city wide
sustainability programs. As you know, the city has been promoting ' Ride the Bus for Free" which
provides each student a sticker to affix to a student ID. By showing the student ID to a bus driver, the
student can ride a city bus for free. Student participation in this program has exceeded our expectations
We still have funds available for this program and are pleased to Inform you that the following students
who signed up after the deadline may now pick up a free city bus nde sticker from my office.
First Name
Carmeling
FJaQOf.
Valentina
12. In the list, click Select Table. On the

Home tab, in the Clipboard group, click
the Copy button .
Last Name
Goforth
BUBfiOl
Blunt
Whittle
Whitehurst
Last]
*
13. On the taskbar, click the Excel button [

to make the Excel window active.
Your name
entered
Thank you again for encouraging your students
14. Scroll down, and then click cell A36. On

the Home tab, in the Clipboard group,
click the Paste arrow. Under Paste
Options, point to the second button
Q Match Destination Formatting.
Compare your screen with Figure 4.
Sincerely,
Community Services Director
Figure 3
u p
Last_First_edJP03Pass - Excel
Paste
options
INSERT
1-2
|ll
* | A* a"
a-
"T*
DATA
PAGE LAYOUT
9 /~
fE
Alignment
Paste Options:
REVIEW
Wrap Text
General
Merge & Center -
$ %
flJ
*"d8 *$
I# l> i r i * E
Conditional Format as Cell

Formatting- Table- Styles
n
Styles
Insert Delete Format
X AutoSum * A w
fflw Clear*
**
"
z ?
Sort & Find &
Filter - SelectEditing
17. Click cell C36, type No and then on the

formula bar, click Enter 0 . AutoFill cell
C36 down through C42.
Formatting button
Match Destination For

Misha
Lo
Littleton
Yukl
Cedrick
Lady
jjoy
China
Terence
Gregg
Lane
jGlen
Valeria
Lupe
jonelle
Abel
Ison
Haag
Folsom
Brumfield
Broyles
Brito
Mlreles
McDonnell
LeClair
Fanning
Binder
Winfield
Kathrine
Whitworth
First Name
Last Name
Carmellna
Florine
Goforth
Dupont
Valentina
DONE! You have completed Integrated Project 3
Blunt
Erik
Zook
Scotty
Kareen
W hittle
First
18. Save [Hj the Excel workbook, and

then Close [x] the workbook. Save
id| the Word document, and then
Close x the document. Submit the
project as directed by your instructor.
Hamblin
Gough
Freddie
Rueben
15. Click the Match Destination Formatting

button [T].
16. Click cell A36. In the Cells group, click
the Delete arrow, and then click Delete
Sheet Rows to delete the header row
from the copied table.
&
Skills for Success '
VIEW
Match Destination
V1
10 . In the last table row, click in the cell with
Whitehurst
Last
Student Bus Passes
Figure 4
Copy Word Tables into Excel Worksheets | Integrated Project 3
413
INTEGRATED
PROJECT
Link Data from Excel

You can copy a chart from an Excel workbook and paste it into a Word
document.
When you copy data from Excel, you can paste it into a Word
document as a table, or you can create a link between Excel and Word
so that any changes made in an Excel document will also be reflected
in a linked Word table.
When you update data in an Excel file that has been linked to a
Word document, the information will be updated in the Word
document.
Excel charts or data that have been pasted into a Word document can
be formatted in the Word document.
Aspen Falls City Hall

In this Integrated Project, you w ill complete a memo for the Library
Director, Douglas Hopkins. Mr. Hopkins has been w orking w ith
the Friends o f the Aspen Falls Public Library. The group operates a
bookstore and donates the revenue to the public library.The group
tracks th eir bookstore revenue in an Excel w orkbook and Mr. Hopkins
plans to present the revenue inform ation to the Board o f Trustees. You
w ill com plete a mem o to the Board o f Trustees and include a chart
and linked data from the Excel w orkbook in your memo.
Each M icrosoft Office application has different strengths; for
example, you can use Excel to create charts based on values in an
Excel w orkbook. An Excel chart can be copied and then pasted into a
Word docum ent such as a m em o or a report. You can link data from
one file to another file, and when you update the data in the original
file, the linked data w ill also be updated.
You w ill open an Excel w orkbook and a Word document, and you
w ill paste a chart from the Excel worksheet into the Word document.
You w ill also link data from the Excel worksheet to the Word
document, and then update the link.
Africa Studio
414
Integrated Project 4 | Link Data from Excel
Introduction
0-45
Time to complete this

project - 30 to 45 minutes
Student data files needed for this project:
Outcome
exl_IP04Report (Word)
exl_IP04BookSales (Excel)
Using the skills in this project, you will be able to

create documents that look like this:
mm.
You will save your files as:

Last_First_exl_IP04Report
(Word)
SKILLS
Last_First_exl_IP04BookSales
(Excel)
( MylTLab* )
MEMORANDUM
TO:
FROM:
DATE:
RE:
Ubrary Boardof Trustees

Douglas Hopkins, Ubrarv Director
September 4,2014
Friendsof the Aspen Falls Ubraty Book Sale
In the past four years, the book sales sponsored bythe Friends of the Asperi Falls Public Ubrary
havegrossed $73,818. nearly all of which have been donated to the Library for programming.
The sales have Increased steadily, as shown in the chan below:
At the end of this project you will be able to:
Book Sales
Copy Excel charts and paste them into Word documents

Link Excel data to Word documents
Link and keep the source formatting
Update linked data
111
In the Friendsof the Ubrary bookstore, the remodeling seems to havework)

sales were low duringthe 3rd quarter of 2013 during the remodeling, the 20
above 2013 sales figures as shown inthe table below:
Quarter
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Total Sales
FY2010
54,126
4,735
4.886
4.188
$17,935
FY2011
$4,989
4,852
3.483
4,765
$18,089
FY2012
55,149
4,819
4,638
4.067
518,673
Ft 2013
$5,615
5,646
1.621
6,239
$19,121
SfflH ffli
Aspen Falls Library
Quarter
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
FV2010
$4,126
4,735
4.886
4.188
FV2011
$4,989
4.852
3,483
4.765
FY2012
$5,149
4,819
4.638
4.067
FY2013
$5,615
$.646
1,621
6.239
FY2014
$7,756
7.908
8.241
Book Sales
last_First_rt_IP04Rport
B1 1
rrjou
rvjou
nm
Urt.Finl.MiJPOMootSaln
Link Data from Excel | Integrated Project 4
415
1. Start Word 2013, and then open the

student data file exl_IP04Report. Save
gj the file in your chapter folder as Last_
First_exl_IP04Report Add the file name
to the footer, and then close the footer.
HOME
lt_Flrst_oH.IP04BookSle - Excel
INSERT
PAGE LAYOUT
Calibri (Body)
Clipboard
r.
Chart 1
| A
FORMULAS
DATA
Vs
-A -
F,
CHART TOOLS
REVIEW
VIEW
DESIGN
Wrap Tert
is
Alignment
r S3

Formatting Table Styles
S * % *
Merge & Center
Skills (or Succer
FORMAT
nsert Delete Format
51 AutoSum
Fill
Clear*
Number
2
Sort fli Find &
F.lte, Select
Editing
2 . Start Excel 2013, and then open the
A spen Falls L ibrary
student data file exl_IP04BookSales.

Save [Hj the workbook in your chapter
folder as Last_First_exl_IP04BookSales
Add the file name in the worksheet's left
footer, and then return to Normal view.
Friends o f Library Book Sales

Q uarter
FY 2010
FY 2011
FY 2012
FY 20131
1st Quarter
$4,126
$4,989
$5,149
$5,615
2nd Q uarter
4,735
4,852
4,819
5,646
3rd Quarter
4,88 6
3,483
4.638
1,621
4th Quarter
T o ta l Sale*
4,18 8
4,765
4,067
$17,935
$18,089
$18,673
3. In Excel, click the chart border to select
$7,756
6,239
$19,1211
$7,756
Book Sales
the chart. Compare your screen with
FY 2014
Figure 1.
On the Home tab, in the Clipboard

group, click the Copy button |j|].
5. On the taskbar, click the Word button
] to make the Word window active.

Position the insertion point in the first
blank line below the paragraph that
begins In the pastfour years.
6 . In the Clipboard group, click the Paste
button to paste the chart in the Word

document. Compare your screen with
Figure 2.
i i m
Figure 1
Ifll
--------------------- -----------INSERT
Id
DESIGN
jcBbri(Body) -M2
- A
A*
REFERENCES
Aa
- *
V Format Painter
Last Firct m I IPfURônit - Word

PAGE LAYOUT
- A
:=
MAILINGS
1=
Clipboaid
R u s
REVIEW
Is-
*1
ffl
AaBbCcOc
AaBbCcOc
1 HNormal
No Spae...
A a B b C AaBbCcI A clJ fc J
Heading 1
Paragraph
7. On the taskbar, click the Excel button |8s

to make the Excel window active. Select
the range A4:F9. On the Flome tab, in
the Clipboard group, click the Copy
button B l.
Heading 2
Styles
MEMORANDUM,
TO: - *
Ubrary-Board of-TrusteesI
FROM: -* Douglas-Hopkins, Library OlrectorU
DATE: - September-4,-201411
RE:
-*
Frlendsof-theAspenFallsLlbrarvBook-Salell
ln-thc-past-fouryears.-tha-book-$al*s-sponjored-bytha-FrindS'Of-th-Aspen-FallS'Public-Ubrarv
havegrossed$73,818,-neartyall-ofwhlchhavebeen-donatedtotheUbraryforprogrammlng.'
Thesales-haveincreasedsteadlty.as-shown-in-thechart-below^
Book Sales
Pasted
chart
SIMM
s u .tn
jh h
r* w
rr mx
FVWU
rra m
HA
if . (Ctrl)
ln-th-Frtnds<of-th-LlbrarY'bookjtor,-thrrmodllng-sMmt-to-hav-workad'Wonders.-Whllcsal$ were low-duriPg-tt>e-3rd quarter of-2013 during the remodeling, the-2014 sales are \vell'
above-2013salesfiguresas showrvlnthetablebelow:*
416
Continue to the next page to complete the skill
Integrated Project 4 | Link Data from Excel
Figure 2
Skills for Succes
Title
"M Find
AaBbCcC
Subtitle
?ae Replace
E* Select Editing
r> -
"
HOME
Last_Firjt_edJP04Report - Word
PAGE LAYOUT
INSERT
Calibri (Body) " | 12
Paste
,
- A' A
REVIEW
Aa -
(S
Ji
Skill* for Success
VIEW
f
AaBbCcO<
AaBbCcOc
A aBbC
A aB b C cI
* Normal
1 No Spac ..
Heading 1
Heading 2
/\c lJ t3
AaBbCcC Subtitt*
line at the end of the document. On the

Home tab, in the Clipboard group,
click the Paste arrow, and then under
Paste Options, point to the third button
<^/|Link & Keep Source Formatting.
|
t; Select *
'* Format Painter

Stylet
Editing
A preview of the data displays at the

insertion point.
ln-the-Friendsof-theLlbrarvbookstore,-theremodellng'seemstO'haveWorked-wonders.-Whllesales'werelow-durlngthe-3rdquarterof2013dunng'theremodeling,-the-2014'salesare'well'
above-20l3salesfiguresasshownlrvthetablebelow:1l
Quartern
1st Quartern
2ndQuartern
3rdQuartern
4th-Quartern
TotalSalesn
FY-2010H
S4,126n
4,735n
FY-201W
$4,989n
4,852n
3.483D
4,765n
FY-2012H
S5.149H
4,819n
4,638n
4,067n
FY-2013H
S5,615n
5,646a
l,621n
6,239n
S17.935B
SIB,089b
S18.673B
S19.121B
8. On the taskbar, click the Word button.

9. Position the insertion point in the blank
Find
Rep|#(.e
10. Click the Link & Keep Source Formatting

button
FY-2014n$7,756n-
11. On the taskbar, click the Excel button

Press |Esc |to remove the moving border.
12. In cell F6 type 7908 and then press |Enter |.
In cell F7 type 8241 and then press [Inter].
lJUt_Fift_e*IJPCMReDOft1
13. Save [Hj the Excel file.

14. On the taskbar, click the Word button j j j
Figure 3
9 B *> O i
HOME
Last_First_exl_IP04Report - Word
X Cut
PAGE LAYOUT
Calibri (Body) - | l 2
V Format Painter
Clipboard
DESIGN
INSERT
U -
- | A a'
x. x :
REFERENCES
Aa *
MAILINGS
REVIEW
:= - j = * V :
=
A -
1
Jg-
If
- 'T[
Paragraph
r.
VIEW
t fi
Skill* for Success AaBbCcOc AaBbCcOc
, H Normal
1 No Spec...
r,i
A a B b C AaBbCcI
Heading 1
Heading 2
AaBbCcC H f
Tide
Subtitle
! I
Find *
Replace
i.
t j Select
In the Word document, the updated 2nd

Quarter and 3rd Quarter values display,
and the 2014 total is updated.
Editing
Stylet
15. In the Word document, right-click the

Excel table that you pasted previously,
and then click Update Link to check for
any changes in the linked Excel data.
16. Save [yj the Word document, and
then Close
the document.
Close X the Excel workbook. Submit
the project as directed by your instructor.
IntheFriendsofthe-Llbrary-bookstore.the-remodellngseems-tohaveworkedwonders.-Whllesalswerelowdurlngthe-3rd-quarter-of-2013durlng'theremodellng,-th-2014-salesare-wellabove-2013salesflguresas-shownlnth*tablebelow:1
Quartern
lstQuartern
2ndQuartern
3rdQuartern
4thQuartern
TotalSalesn
FY-2010n
$4,126n
4,7350
4,8860
4,1880
FY-2011D
$4,9890
4.852B
3,4830
4,765n
FY-20120
$5,1490
4,819n
4,6380
4,067n
FY-2013H
$5,615a
5,646a
l,6 2 la
6,239n
FY-2014n =
$7,756n7,9 0 8 D -\
8 ,2 4 ln y
B=
S17.93SB
518,039c
$18,6730
$19,1210
$23.9058*
W -
DONE! You hove completed Integrated Project 4

Updated
values
La*t_first_el_IP04ReporH
PAGE 1 OF 1
15S WORDS
Cg
Figure 4
Link Data from Excel | Integrated Project 4
417
INTEGRATED
PROJECT
Refer to Cells in Other Workbooks

An ex tern a l re fe re n c e a reference to a cell in another workbook
is useful when keeping worksheets together in the same workbook is
not practical.
After a link is created, the source workbook should not be renamed or

moved to a different location.
An external reference must include the name of the workbook and the
name of the worksheet.

In this Integrated Project, you w ill assist Kim Leah, Parks and
Recreation Director, to com plete a list of contacts for the city parks
and g o lf courses. The Course Managers at the Aspen Lakes Golf
Course and at the Ham ilton G olf Course each maintain an Excel
w orkbook th a t contains inform ation about the employees working
at th eir g o lf courses. You w ill link the contact inform ation from these
tw o w orkbooks into a th ird w orkbook that contains the parks contact
inform ation.
If employees are in different locations, sometimes it isn't practical
to keep data in the same w orkbook. Data can be linked from one
w orkbook to another w orkbook using external references.
You w ill link data from tw o Excel workbooks to a th ird workbook.
You w ill update the data in the original workbooks and verify that
the data is updated in the linked workbook, and then you w ill apply
conditional form atting.
Gunnar3000
418
Integrated Project 5 | Refer to Cells in Other Workbooks
Introduction
Student data files needed for this project:
Outcome
exl_IP05Golfl
exl_IP05Golf2
Using the skills in this project, you will be able to work

with an Excel workbook like this:
exl_IP05Contacts
0-60
mm.

Last_First_exl_IP05Golfl
Last_First_exl_IP05Golf2
Last_First_exl_IP05Contacts
U
Aspen Falls Parks and Recreation
am
Employee Contact Information
SKILLS P^ylTLab* )
Link data from one Excel workbook to another
Update linked data
Insert conditional formatting
First Name
First
Amado
Leah
Lorrine
Booker
Irving
Keith
Jacquetta
Neely
Vic
Lee
Kyle
Diego
Ariana
Brooke
Timothy
Jesse
Chloe
Rosaria
Tracy
Mandee
Ollie
Dylan
Marissa
Sabrina
Chester
Byron
Last Name
Last
Pettinelli
Kim
Deely
Berhe
Siravo
Hansen
Ronald
Ramsburg
Fowler
Garrett
Burress
Alvarez
Korpela
Whitlow
Dominik
Periera
Tauer
Cabiness
Lecroy
Covey
Wizen
Lee
Madeiros
Mak
Schillinger
Hoese
Position
Parks and Recreation Manager
Outdoor Recreation Supervisor
Parks and Recreation Director
Community Center Supervisor
Aquatics Supervisor
Capital Improvement Supervisor
Park Operations Manager
Planning and Design Supervisor
Design and Development Manager
Aspen Lakes Course Manager
Golf Instructor
Golf Instructor
Mechanic
Landscaper
Bookkeeper
Clubhouse Associate
Clubhouse Associate
Maintenance Associate
Food and Beverage
Hamilton Course Manager
Golf Instructor
Golf Instructor
Mechanic
Landscaper
Bookkeeper
Clubhouse Associate
Maintenance Manager
Phone
(805) 555-1479
(805) 555-1417
(805) 555-1410
(805) 555-1153
(805) 555-1350
(805) 555-1310
(805) 555-1112
(805) 555-1031
(805) 555-1403
(805) 555-1010
(805) 555-1787
(805) 555-5851
(805) 555-7985
(805) 555-2775
(805) 555-5595
(805)555-2523
(805) 555-6944
(805) 555-3989
(805) 555-6814
(805)555-1010
(805) 555-8675
(805) 555-3593
(805) 555-9124
(805) 555-7781
(805) 555-5221
(805) 555-7279
(805) 555-9737
Location
City Hall, Room 416
City Hall, Room 440
City Hall, Room 412
City Hall, Room 434
City Hall, Room 432
City Hall, Room 426
City Hall, Room 414
City Hall, Room 430
City Hall, Room 420
Aspen Lakes Golf Course
Hamilton Golf Course
Last_First_exl_IP05Contacts
Refer to Cells in Other Workbooks | Integrated Project 5
419
1. Start Excel 2013, and then open the

student data file exl_IP05Contacts.
Save |H] the workbook in your chapter
folder as Last_First_exl_IP05Contacts
Last_First_exlJP05Contacts - Excel
HOME
- *,
...
PAGE LAVOl/T
INSf
1*3 r =
j Vardan*
B
FORMULAS
A.
5 |
=P S
^=3
fi
DATA
REVIEW
CW'Wrap Text
is . +
(~| Merge 8t Centi
Alignment
GB
Stall* for Succen
VIEW
*i>8 -fS
Number
rs
SIRH'

Formatting- Table- Styles Stylet
Clear*
*4
Sort & Find &
FilUr- SelectEditing
Amado
2 . Click cell A5, type your first name, and
then press Tab |. In cell B5 type your last

name, and then press Enter | Save 0
the workbook, and then compare your
screen with Figure 1.
A spen Falls Parks and R ecreation

Employee Contact Info rm a tio n
Last Name
31_
Last
3]P attin elli
Kim
Deely
Berhe
Siravo
Hansen
Ronald
Ramsburg
| Amado
7 {Leah
8 Lorrine
9 Booker
10 Irving
11 Keith
12 Jacquetta
13 INeely
14
3. Open the student data file

exl_IP05Golfl. Save [Hi the
workbook in your chapter folder as

Last_First_exl_EP05Golfl
Your name
Bgrks
Stdoor Recrea
CTStdo
Parks and Recre
Community C enter Supervisor
Aquatics Supervisor
displays
(80S)
(805)
(80S)
(80S)
(80S)
(80S)
(80S)
(80S)
(80S)
Phone
SSS-1479
5SS-1417
SSS-1410
S5S-11S3
SSS-13S0
SSS-1310
55 5-1 11 2
55 5-1 03 1
55 5-1 40 3
City
City
City
City
City
City
City
City
City
Hall,
Hall,
Hall,
Hall,
Hall,
Hall,
Hall,
Hall,
Hall,
Location
Room 416
Room 440
Room 412
Room 434
Room 432
Room 426
Room 414
Room 430
Room 420
15
4. Right-click the Golf Lessons worksheet
tab, and then click Select All Sheets.

Add the file name in the worksheet's left
footer, and then return to Normal view.
Right-click the worksheet tab, and then
click Ungroup Sheets.
Parks and Recreation Contacts
Figure 1
5. Click the Aspen Lakes Contacts
worksheet tab, and then select the

range A4:E13. On the Home tab, in the
Clipboard group, click the Copy
button ||].
Last_First_exlJP05Contacts - Excel
Reference to
another workbook
*
Paste
6. Make Last_First_exl_IP05Contacts the

active workbook, and then click cell
A14. On the Home tab, in the Clipboard
group, click the Paste arrow. Under
Other Paste Options, click the second
button [QjPaste Link. Click cell A14,
and then compare your screen with
Olpboard
Font
$ - %
Number
*o8 -8
r,
4
5
6

Formatting- Table- StylesStyles
Employee Conta r t Info rm a tio n
7
8
9
10
11
12
13
.4
IS
16
17
18
19
20
21
22
71
74
2S
7fi
77
28
First Name
First
Amado
Leah
Lorrine
Booker
Irving
Keith
Jacquetta
Neely
Vic
Lee
Kyle
Diego
Anana
Brooke
Tim othy
Jesse
Chloe
Rosaria
Last Name
Last
Petttneth
Kim
Deely
Berhe
Siravo
Hansen
Ronald
Ramsburg
]powler
Garrett
Burress
Alvarez
Korpela
whitlow
Dominik
Penera
Tauer
Cabiness
Position
Parks and Recreation N
Integrated Project 5 | Refer to Cells in Other Workbooks
Figure 2
(8 0 5 ) 55 5-1 41 0
(80 S ) 55 5-1153
(80S) 5S S-1350
(80S) SSS-1310
(8 0 5 ) SSS-1112
(8 0 5 ) 55 5-1031
(8 0 5 ) 55 5-1 40 3
(8 0 5 ) 55 5-1 01 0
(8 0 5 ) 5 5 5-1 78 7
(8 0 5 ) 55 5-5 85 1
(8 0 5 )5 5 5 -7 9 8 5
(8 0 5 ) 55 5-2 77 5
(8 0 5 ) 5 5 5-5 59 5
(8 0 5 ) 5 5 5-2 52 3
(8 0 5 ) S5S-6944
(80S) 5 5 5-3 98 9
(80S) 55 5-6 81 4
Location
City Hall, Room 416
City Hall, Room 440
City Hall, Room 412
City Hall, Room 434
City Hall, Room 432
City Hall, Room 426
City Hall, Room 414
City Hall, Room 430
City Hall, Room 420
I S (C M -
Park* and Recreation Contact*
>
w orksheet and cell
Parks and Recreation Director

Aquatics Supervisor
Capital Im provement Supervisor
Golf Instructor
Golf Instructor
Mechanic
Landscaper
Bookkeeper
Clubhouse Associate
Clubhouse Associate
M aintenance Associate
Food and Beverage
Skills for Suess -
S3
FI
a- & | ^ 5m t a
OS ip
|General
A spen Falls Parks an d R ecreation
7. Make Last_First_exl_IP05Golfl the

active workbook. Save [Hi the workbook
and then Close
the workbook.
Text
Merge fl Center -
3'[Last_First_exl_iP05Golfl.xl5x^spen Lakes Contacts'IA4f
2
3
The reference to the source workbook,

worksheet, and cell displays in the formula
bar.
420
VIEW
Alignment
U
A14
Figure 2.
Continue to the next pnge to complete the skill
-is
EVIEW

.
.
.
Cells
Clear*
Sort & Find St

Filter - SelectEditing
m
r> -
U Q J I
<*
La*t_First_edJP05Contacts - Excel
INSERT
HOME
Verdana
U fife .
Part* j
Olpboard r
ti
Font
] :
FORMULAS
DATA
-J A* a' ~ Jm 9 /'
A & ^ = tE is
-l
I U EB *
j C31
PAGE LAYOUT
REVIEW
*'Wrap Text
General
f~] Merge & Center
r.
Alignment
Skill* for Succes
VIEW
- %
a n
*b8
ip
-*?
Number
Conditional Format a* Cell

Formatting- Table* Stylesrs
Styles
eeT
Insert
S3 Fill Clear *
-R
Sort & Find &

Filter- Select Editing
10 Irving
11 Keith
12 b acquetta
13 Neely
14 iVic
15 Lee
16 Kyle
17 Diego
18 Ariana
19 Brooke
20 Timothy
21 Jesse
22 Chloe
23 Rosaria
24 Tracy
25 Mandee
26 Ollie
27 Dylan
28 Manssa
29 Sabrina
30 Chester
3 1 1Byron
Siravo
Hansen
Ronald
Ramsburg
Fowler
Garrett
Burress
Alvarez
Korpela
Whitlow
Dominik
Periera
Tauer
Cabiness
Lecroy
Covey
Wizen
Lee
Madeiros
Mak
Schillinger
Hoese
c
Capital Im provement Supervisor
Golf Instructor
Golf Instructor
Mechanic
Landscaper
Bookkeeper
Clubhouse Associate
Clubhouse Associate
Food and Beverage
Hamilton Course Manager
Golf Instructor
Golf Instructor
Mechanic
Landscaper
Bookkeeper
Clubhouse Associate
(80 S )
(80S)
(80 S )
(80 S )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(80 S )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(80 S )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(80 S )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
D
55 5-1310
55 5-1112
55 5-1031
SSS-1403
55 5-1010
55 5-1787
55 5-5851
55 5-7985
55 5-2775
55 5-5595
55 5-2523
555-6944
55 5-3 98 9
55 5-6 81 4
55 5-1010
555-8675
55 5-3 59 3
55 5-9124
555-7781
55 5-5221
55 5-7279
E
City Hall, Room 426
C ity Hall, Room 414
All Sheets, add the file name in the

worksheet's left footer, return to Normal
view, and then Ungroup Sheets.
10. Click the Hamilton Contacts worksheet
tab, and then select the range A4:E11. On
the Home tab, in the Clipboard group,
click the Copy button |i).
active workbook, and then click cell A24.
In the Clipboard group, click the Paste
arrow. Under Other Paste Options, click
the Paste Link button [Q].
01
Figure 3
HOME
INSERT
* X.
fife
^
Baste
kYOUT
FORMULAS
A A*
A -
25
DATA
REVIEW
'
! Wrap Text
-fi;
General
Alignment
Clipboard '
Skill* for Success
VIEW
Merge & Center
$ %
W1 I t i

Formatting* Table- StylesStyles
'
Number
ifc

ClearCelt*
Sort fit Find fit

Filter- Select Editing
First Name
First
Amado
Leah
Lorrine
Booker
Irving
Keith
Jacquetta
Neely
Vic
Lee
Kyle
Diego
Ariana
Brooke
Timothy
Jesse
Chloe
Rosaria
Tracy
Mandee
Otlie
Dylan
Marissa
Sabrina
Chester
Byron
Last Name
Last
Pettinelli
Kim
Deely
Berhe
Siravo
Hansen
Ronald
Ramsburg
Fowler
Garrett
Burress
Alvarez
Korpela
Whitlow
Dominik
Periera
Tauer
Cabiness
Lecroy
Covey
Wizen
Lee
Madeiros
Mak
Schillinger
Hoese
Position
Recreation Supervisor
and Recreation Director
Aquatics Supervisor
g and Design Supervisor
and Development Manager
Instructor
Golf Instructor
Mechanic
Associate
Associate
Food and Beverage
Course Manager
Golf Instructor
Golf Instructor
Landscaper
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(8 0 5 )
(80 5)
(80 5)
(8 0 5 )
Phone
55 5-1479
55 5-1 41 7
55 5-1410
55 5-1153
55 5-1350
55 5-1310
5 5 5 -U 12
55 5-1031
55 5-1403
55 5-1010
555^787
Location
City Hall, Room 412
City Hall, Room 434
City Hall, Room 432
City Hall, Room 426
City Hall, Room 414
City Hall, Room 430
City Hall, Room 420
A s p e r ^ a k e ^ o l^ o u r s e
Text That Contains
Manager
(8 0 5 )
(8 0 5 )
(80S)
(8 0 5 )
(8 0 5 )
(8 0 5 )
(80S)
(8 0 5 )
55 5-1010
55 5-8 67 5
55 5-3593
55 5-9124
55 5-7781
55 5-5221
55 5-7279
55 5-9737
Hamilton
Hamilton
Hamilton
Hamilton
Hamilton
Hamilton
Hamilton
Hamilton
nth
exl_IP05Golf2. Save [B] the

workbook in your chapter folder as
Last_First_exl_IP05Golf2
9. Using the techniques just practiced Select
H_________ I_________ J
8. Open the student data file
12. Make Last_First_exl_IP05Golf2 the

active workbook, and then click cell C ll.
Type Maintenance Manager and then
press |Enter [. Save [S] the workbook.
active workbook. Click cell C31, and then
compare your screen with Figure 3.
14. Select the range C5:C31. Click the Quick
Analysis Lens button yyj, and then click
the Text Contains button. In the Text
That Contains dialog box, in the first box
replace the text with Manager Compare
your screen with Figure 4, and then
click OK.
16. Save [Hj the Excel workbooks, and
Text That Contains

dialog box
then Close | x |the workbooks. Submit

the project as directed by your instructor.
Light Red Fill with Dark Red Text
DONE! You have completed Integrated Project 5
Golf Course
Golf Course
Golf Course
Golf Course
Golf Course
Golf Course
Golf Course
Golf Course
Figure 4
Refer to Cells in Other Workbooks | Integrated Project 5
421
Create Workbooks Using Excel Web App

E xcel W eb A p p is a cloud-based application used to complete basic
spreadsheet formulas using a web browser.
You can use Excel Web App to insert a chart and perform basic chart
formatting tasks.
Excel Web App can be used to create or edit workbooks using a web
browser instead of the Excel programExcel 2013 does not need to be
installed on your computer.
If you need a feature not available in Excel Web App, you can edit the
workbook in Microsoft Excel and save it on your SkyDrive.
When you create a document using Excel Web App, it is saved on your
SkyDrive so that you can work with it from any computer connected
to the Internet.

In this project, you w ill assist Taylor and Robert Price, energy
consultants fo r the city o f Aspen Falls. They have asked you to use
Excel Web App to create a spreadsheet that shows the energy
consum ption o f a city building.
Excel Web App is used to create or open Excel workbooks from
any com puter or device connected to the Internet. When needed,
you can edit text, enter formulas, or insert charts. You can save these
workbooks on your SkyDrive, and continue w orking w ith them later
when you are at a com puter th a t has Excel 2013 available.
In this project, you w ill use Excel Web App to create a new
w orkbook. You w ill enter data and then apply formats and number
styles. You w ill insert formulas, functions, and a chart. Finally, you w ill
open the w orkbook in Excel 2013 to form at the chart and check the
spelling in the worksheet.
Maxim_Kazmin
422
Web App Project | Create Workbooks Using Excel Web App
Introduction
Student data file needed for this project:
Outcome
New blank Excel Web App workbook
Using the skills in this project, you will be able to

create and edit an Excel Web App workbook like this:
You will save your file as:

Las t F i r s t e x l W A Energy
Aspen Falls
City Administrative Building
SKILLS
Total Square Footage

Energy Cost per Square Foot
MylTLab* )

Create new Excel workbooks from SkyDrive
Enter data in Editing View
Apply number styles
Enter summary functions
Enter formulas using absolute cell references
Insert and format bar charts
Edit workbooks created in Excel Web App in Excel 2013
Annual Energy Cost
20,000
$2.25
$45,000
Percent of
Energy Consumption
Building Heating
Water Heating
Lighting
Computers
Air Conditioning
Total Cost
32%
8%
Annual
Cost
$14,400
15%
$3,600
$6,750
18%
27%
$8,100
$12,150
$45,000
Percent of Total Cost
Building Heating
Water Heating
Lighting
Computers
Air Conditioning
Create Workbooks Using Excel Web A pp | Web App Project
423
1. Start Internet Explorer, navigate to

live.com and log on to your Microsoft
account. If you do not have an account,
follow the links and directions on the
page to create one.
2. After logging in, navigate as needed to
display the SkyDrive page.

SkyDrive and Web App technologies are
accessed through web pages that may
change and the formatting and layout of
some pages may often be different from the
figures in this book. When this happens,
you may need to adapt the steps to
complete the actions they describe.
11 Last_First_c03_Energy
last_First_exl_Energy
"1 Last_First_exl_WAFuel
3. On the toolbar, click Create, and then

click Excel workbook.
4. In the New Microsoft Excel workbook
dialog box, name the file Last_First_

exl_WAEnergy and then compare your
6.99 GB available
Recycle bin
M anage storage
Get SkyDrive apps
2012 Microsoft
Terms
Privacy
Developers
Report abuse
English (United States)
Figure 1
5. Click the Create button to save the
workbook and start Excel Web App.

The Excel Web App displays four tabs in
Editing View: File, Home, Insert, and View.
6. In cell A1 type Aspen Falls and then

press |Enter |.
SkyDrive * Last_First_ed_WAn*rgyjdsi
HOME
jjjQ
<&Cut
INSERT
VIEW
Calibri
paste fa copy b
Microsoft Excel Web App
- 11
u a a*
A -
&
7. In cell A2 type City Administrative
Building and then press |Enter |.
Home tab, in the Alignment group,

click the Merge & Center button
j] M erge & Center * . Select the range A2:F2, and
then click the Merge & Center button.

Figure 2
s
I
fif ;j n
Merge fit Center
u " ~ l
8 . Select the range A1:F1, and then on the
424
Sign a
Great dean Buy Office now, get the next version free.
Alignment
U
Stalls for Success
Q3 OPEN IN EXCEL
= iK
Worksheet titles
ip
= ^
Insert Delete
x
AutoSum
ft
Data
Find
G&
Share
Web App Project

In cell A4 type Total Square Footage and
then press |Enter |.
*3
SIcyDrive Last.First_ex1_WAEnergy.xJsK
M
Widened
Wrap Text
column
ta t.
fcti' 3** A-
Great deal! Byy Office now, oet the next version free- Clide now
Skills for Success
QB open in excel
123
Sign out (
E| I "
Data
Merge 8t Center
Find
Share
Oata
11. In cell A6 type Annual Energy Cost and

then press |Enter |.
Web
12. In the column heading area, point to

the right boundary of column A to
display the [4*J pointer. Double-click
between columns A and B to display all
of the contents of cell A5 in the column.
Aspen Falls
A
Annual Energy Cost
10. In cell A5 type Energy Cost per Square

Foot and then press [ Enter |.
Data fits
in column
13. Make cell B4 the active cell. Type 20,000

and then press Enter |.
14. In cell B5 type 2.25 and then press fEnter |.
15. In cell B6 type =B4*B5 and then press
I Enter I.
16 . Click cell B5. On the Home tab, in the
Number group, click the Number

Format button, and then click Currency.
Figure 3
17. Click cell B6, and then apply the
Currency number format. Click the

Decrease Decimal button
two times.
j f r https piotiic.Ijve.com'P.mvc^lhitpt.^tfcydn P f t C |j C f Last_First_exl_WAEnergyj<ls...

File
Edit
View
Favorites
Tools
Help
HOME
IB
P"
INSERT
VIEW
S&CW
II
K -
11
a -
A -
Sign out (J
Great deal! Buy Office now. oet tne next version free. Click now
Q3 OPEN IN EXCEL
-
Calibri
Skills for Success
SIcyDrive * Last.First.exl.WAEnergyjds*
m-
S M g .S tC M >
'* * * '
Format* *
|
F?
as Table*
l"l<
Insert Delete
! rt
AutoSum
18. Click cell A8, type Energy Consumption

and then press Enter |.
1 9.
t
B
Aspen Falls
1
2
3
4

Annual Energy Cost
5
6
7
8
9
Energy Consumption
Building Heating
10
Water Heating
20,000
$2 2 5 > U $45,000 J ^
0.32
0.08
0.15 ^ ---------------------
11
Lighting
12
13
14
Computers
0.18
Air Conditioning
0.27
1
In the range A9A13, pressing | Enter] after

each entry, type Building Heating, Water
Heating, Lighting, Computers and then
Air Conditioning
20 . Click cell B8, type Percent of Total Cost
Formatted values
and then press |Enter |.

21 . In B9:B13, making sure you type the
Data entered
decimal in front of each number, type

the following values: .32, .08, .15, .18
and then .27 Compare your screen with
15
16
17
Figure 4.
18
19
20
21
<
"
Shcetl
Figure 4
Create Workbooks Using Excel Web App | Web App Project
425
22. Select the range B9:B13. In the Number

group, click the Number Format button,
and then click Percentage. Click the
Decrease Decimal button
two times.
23. Click C8, type Annual Cost and then
press 1Enter |.
SkyDrive Last_first_exl.WAEjiefgy.xii*
HOME
X,Cut
Palte Fa Copy
INSERT
VIEW
Calibri
B
OioOobti
f.
24. Select the range B8:C8. In the

Alignment group, click the Wrap Text
button, click the Middle Align button
[^1, and then click the Center button 0 .
=B9$B$6 ^
11
B '
s=
A -
Buy Office rx
Great an
^
Wrap Text
| Merae & Center
ffi J
Number
Format *
'
*
Survey Format
as Table .
i r 1*
Insert Delete
.
.
AutoSum
Data
Find
Sign out ()
ion free. CHc* now
r
&
Share
Fonj_
Formula
Aspen Falls

Annual Energy Cost
25. Click C9, type =B9*$B$6 and then press
Energy Consumption
20,000
$2.25
$45,000
Percent of
Total Cost
26. Click C9, point at the fill handle, and

then compare your screen with Figure 5.
Annual
Cost
32% [ $14,400
894
Building Heating
Water Heating
Lighting
Computers
Air Conditioning
Enter
15%
18%
27%
Fill handle
27. While still pointing at the fill handle,

drag the fill handle to copy the formula
down through cell C13.
The absolute cell reference to $B$6 is copied
to each of the other formulas.
Skills for Success
QS OPEN IN EXCEL
Figure 5
28. Click C14. In the Formulas group, click

the AutoSum button, and then press
[ Enter |.
29. Select the range A8:B13. On the Insert

tab, in the Charts group, click the Pie
button, and then point at the first chart
2-D Pie. Compare your screen with
Figure 6, and then click the first chart.
SkyDrive Last_Fifst.exl_WAEnergy.xlsx
Function
range A16:F30.
31
To the right of the tabs, click the Open in

Excel button. If prompted, enter your ID
and password.
city ac Doughnut5Building
4
5
6
7
Annual Energy Cost
10
Energyconsumption
Building Heating
Water Heating
11
12
13
Lighting
Computers
Air Conditioning
32. If prompted, at the top of the screen, on

the Protected View bar, click Enable
Editing.
Continue to the next page to complete the skill *

426
SkiUs for Success
8
9
Great deail Buy Office now, get tn next version free. Cite* now
Sign out |)
Survey
A contextual tabthe Chart Tools tab

displays on the Ribbon.
30. Move the chart to approximately the
Figure 6
Percent of
Total Cost
Annual
Cost
32%
$14,400
8% ^S3,6C
,600
15%
18%
$8,100
27% $12,150
$45,000
^6,750
Selected
range
Web App Project

I m
< r
Last_First_exi_WAEnergy - Excel
PAGE LAYOUT
HOME
Add Chart Quick

Element' Layout Chart layout*
FORMULAS
DATA
CHART TOOLS
REVIEW
VIEW
DESIGN
lil
Change
Colon
Skills (or Success
FORMAT
Switch Row/ Select

Column
Data
Data
the Styles group, click the Cell Styles

button, and then click Accent 4. In the
Font group, click the Font Size button
u I, and then click 14. In the Cells
group, click the Format button, and then
click Row Height. In the Row Height
dialog box, type 20 and then click OK.
n
Change
Move
Chart Type Chart
Type
location
Chart 1
Annual
Percent of
8
Cost
Total Cost
Energy Consumption
Building Heating
> Water Heating
$14,400
$3,600
$6,750
15%
18%
27%
Lighting
! Computers
i Air Conditioning
34. Click cell A2. In the Styles group, click
$8,100
$12,150
$45,000
the Cell Styles button, and then click

40% - Accent 4. In the Font group, click
the Font Size button u * , and then
click 12.
0
s
* Suiting Heating
I H
35. Click the chart to select the chart, and
Water Heaung
63
Computers
03
33. Click cell Al. On the Home tab, in
Air Conditioning
caa
then on the Design tab, in the Chart

Styles group, click the third style Style
3. Compare your screen with Figure 7.
Chart moved to
approximately A16:F30
!.
36. On the Review tab, in the Proofing

Figure 7
37. On the SkyDrive page, open the
| B? https profilt.livt.com P.mvc*!https://kydri P - ft C | S " L_First_eid_WAEnergyjHs... X I

File
Edit
View
Favorites
Toots
Help
SkyDrive > Last.Firstexi_WAEnefgy.xisx

HOME
J Q
INSERT
VIEW
=
B
H *
>
A .*
E?' Wrap Text
Merge & Center
ffl
I I C*J 1
z
AutoSum
Buy Office now, get tne next version free. Click here
Sign out (
&
Aspen Falls

Annual Energy Cost
8
9
Energy Consumption
Building Heating
workbook in the Excel Web App.

The cell styles and the chart style 3 have
been applied. Features not supported by
Excel Web App, such as styles, cannot be
changed in the Web App but they can be
viewed.
Share
Alignment
CHpboaro
f*
SkiHs for Success
Q l OPEN IN EXCEL
<X> Cut
P,ste life Copy
group, click the Spelling button to check

and correct any spelling errors. Save
BJ your workbook and then Close
Excel 2013.
38. Click the View tab, and then click
20,000
$2.25
$45,000
Percent of Annual
Total Cost Cost
32% $14,400
10
11
Water Heating
Lighting
12
Computers
15% $6,750
18% $8,100
13
14
Air Conditioning
27% $12,150
8% $3,600
Reading View. Print or Share the

document as directed by your instructor.
Changes display
39. In the top-left comer of the Internet
in Web App
Explorer window, click the sign out link,

and then Close fes] the browser window.
$45,000
15
DONE! You hove completed Excel Web App
Percent o f Total Cost
Project!
Figure 8
Create Workbooks Using Excel Web App | Web App Project
427
Introduction to Access
Microsoft Access is a d a ta b a se s y s te m a program used to both store and manage large
amounts data. In a database system, the d a ta b a se is a collection of structured tables designed to
store large amounts of data. The data is managed using queries, forms, and reports.
Access tables organize data into rows and columns. Each row (record) stores data about each
item in a collection. For example, in a table storing customer data, each row would represent an
individual customer. The columns (fields) organize the types of data being collected such as first
name, last name, street, and so on.
You can build a database from scratch or use one of the pre-built templates provided by
Microsoft. You can also add pre-built tables, fields, and forms to an existing database.
After designing the tables, you are ready to enter data. Forms are built so that others can type
the data quickly and accurately. You can also import data from files created by programs.
Queries are used to answer questions about the data. They filter and sort the data to display the
information that answers the questions. Reports can be based on either tables or queries, and are
created to display information effectively.
Access has several wizards and views that you can use to build your tables, forms, queries, and
reports quickly. You can format these objects using techniques similar to those in other Office
programs.
428
Microsoft Access | Introduction to Access
Access
a
Shelters \
Shelter ID
Shelter Name
Park
1 Group Area A
Table field
names
2 Central Picnic Area |
Silver Lake
3 Shelter East
Sunset M eadows
4 Group Area A
Roosevelt
5 Observation Point
Kellermann
6 W illo w Shelter
Aspen Falls Lake
7 Franklin Shelter
Roosevelt
8 Shelter in th e Woods
Cedar Creek
9 Aspen Shelter
JEB
Is
Table
record
- e -
Iis
1b
1
_ _ i_
Click to Add
W iyot
Aspen Falls Lake
10 Shelter North
Silver Lake
11 Veteran's Picnic Area
Sunset M eadows
12 Poplar Shelter
Aspen Falls Lake
13 Manor Picnic Area
Squires Lake
14 Eleanor Shelter
Roosevelt
15 Group Area A
Cedar Creek
16 Upriver Shelter
Yurok
17 Group Area B
W iyot
18 Downriver Shelter
Yurok
19 Shelter South
Silver Lake
20 Group Area B
Cedar Creek
91 f t n u n J l r i a f
Rnncsualt
Shelter Reservations
S helter Reservations
Access form
Shelter ID
Shelter Name
Group Area A
Park
Wiyot
Reservation ID *
Customer ID *
27
*1
R ec o rd : M
5739776
Date
4 /27/2014
Group Size
91
Fee
$45.50
(N ew )
< |1 o f 1
S e a rc h
Introduction to Access | Microsoft Access
429
C H A P T E R
Create Database Tables

Microsoft Office Access is an application used to store and organize data,
and access and display that data as meaningful information.
When you create tables, you assign properties that match the data you
intend to enter into the database tables.
A single Access file contains many objects including tables, forms,

queries, and reports. Tables are used to store the data. The other objects
are used to access the data stored in those tables.
After creating tables, you establish the relationships between them and
then test those relationships by adding sample data.
When you create a database, you first determine the purpose of the
database. You can then plan how to organize the data into tables.
After the table relationships are tested, you are ready to enter all the data
and add other database objects such as forms, queries, and reports.

In this project, you w ill help Sadye Cassiano, Director o f the Building
Services D epartm ent o f Aspen Falls City Flail, add tw o tables to the
database th a t th e departm ent uses to track building permits. You
w ill use Access to design and test prototypes o f tw o related database
tables th a t w ill be added to the city database.
The data stored in database tables is used in many ways. In
Aspen Falls, building permits are considered public records, and
the database w ill be used to publish permits on the city website.
Internally, the city w ill use the data to adjust yearly property
assessments, track city construction, track payments o f fees, and
contact the person filing a building permit. All o f these tasks can be
accomplished by accessing tw o tables in the database in different
ways. Thus, the tables are the foundation o f a database.
Franck Boston
430
Microsoft Access Chapter 1 | Create Database Tables
In this project, you w ill create a new database and then create
one table in Datasheet view, and a second table in Design view. In
both tables you w ill add fields and assign properties to those fields
and create a relationship between the tw o tables. You w ill add data
to one table by typing the data, and add data to the second table by
im p ortin g it from an Excel spreadsheet. Finally, you w ill use Datasheet
view to filter, sort, form at, and p rint the tables.
Introduction
0-90
Time to complete all 10

skills - 60 to 90 minutes
Student data file needed for this chapter
Outcome
acc01_PermitsData (Excel)
Using the skills in this chapter, you will be able to

work with Access tables like this:
mm.
You will save your databases as:

Last_First_acc01_Permits (Access)
Last_First_acc01_PermitsData (Excel)
Permits .
P e rm it N u m b e r
B 8756215E LE C
B 5666375E LE C
B 3680115E LE C
B 1684124E LE C
B 3849977E LE C
B 1090716E LE C
B 9 5 6 80 69 E L EC
B 48 2 48 48 E LE C
SKILLS
^
L L 9
Skills 1-10 Training
S ta r t D a te -t
P r o je c t T it le
L o c a tio n
Fee
7 /2 4 /2 0 1 4 REMODEL M ALASKY RESIDENCE 4 8 6 3 S B iltm o re A v
$ 5 4 .2 3
7 /2 4 /2 0 1 4 A D D IT IO N JAPP RESIDENCE
$ 4 4 .2 0
8493 N B annock S t
-V
7 /2 4 /2 0 1 4 REMODEL AHRENDES RESIDENCE 3 8 5 8 S G lenn B ro o k F $ 5 1 .7 9

7 /2 4 /2 0 1 4 REMODEL HA RTNE TT RESIDENCE 8 1 4 7 S 5 T h S t
7 /2 9 /2 0 1 4 A D D IT IO N BRANDL RESIDENCE
7 /2 9 /2 0 1 4 REMODEL C U B IT RESIDENCE
8 / 1 /2 0 1 4 A D D IT IO N TRIEU RESIDENCE
6 0 3 1 S H in sd a le C t
$ 5 3 .7 9
3 6 7 4 W T e a b ro o k A v $ 7 4 .5 0
8 6 6 8 E H o p kirk A v
8 /1 / 2 0 1 4 REMODEL M IY A G A W A RESIDENC 5 1 5 E B irch

p
S 4 9 .3 2
$ 5 5 .0 6
$ 6 4 .6 7
SO.00
At the end of this chapter you will be able to:

Skill 1
Create Databases
Skill 2
Create Tables in Datasheet View
Skill 3
Enter Data into Datasheets
Skill 4
Create Tables in Design View
Skill 5
Relate Tables
Skill 6
Enter Data in Related Tables
Skill 7
Import Data into Tables
Skill 8
Filter and Sort Datasheets
Skill 9
Format Datasheets
Skill 10 Preview and Print Datasheets

M O R E SKILLS
Skill 11 Compact and Repair Databases
Skill 12 Work with the Long Text Data Type
Skill 13 Work with the Attachment Data Type
Skill 14 Work with the Hyperlink and Yes/No Data Types
Create Database Tables | Microsoft Access Chapter 1
431
SKILL 1: Create Databases
I A C C 1-1
I V ID E O
When you start Access, the Start screen

displays so that you can either open an
existing database or create a new blank
database.
Skills fo r Success
Access
jkills_for_succeM0live.com
Switch account
Recent
You haven't opened any filet recentfy. To browse for
a file, start by clicking on Open Other Files.
Before you create a new database, you

assign a name and location for the database
file.
1 ^ Open Other Files
Start Access 2013, and then compare

On the Access Start screen, you can create
a database from a template, open a recent
database, or create a blank database.
2 . On the Access start page, click Blank

desktop database. In the Blank
desktop database dialog box, replace
the suggested File Name value with
Last First accOl Permits
To the right of the File Name box, click
the Browse button [__] to open the File
New Database dialog box.
Figure 1
4. In the File New Database dialog box,
ai
navigate to the location where you will

be saving your work for this chapter.
File New Datat
Organize ~
j t USBDRI...
New folder
5. In the File New Database dialog box,
dick New folder, and then type Access

Chapter 1 Press |Enter |two times to create
and open the new folder. Compare your
The Microsoft Access 2007 - 2013 file format
is the default file format for Access 2013.
ss in ipu
Date modified
ch your search.
Access Chapter 1
folder (your location
Homegroup
Computer
may be different)
ifc Local Disk (C:)

Local Disk (0:)
USB DRIVE (F:)
a n k d e s k t o p d a ta b a s e
flp Network
Namt
v
<
Fil* name Lt_First_acc01.Permits
.First
itaccOi.Permits
accO
fo Suecesi\DocumenU\
|Users\Al{ for
Save as type: Microsoft Access 2007 - 2013 Databases
* Hide Folders

432
File Name box

in Blank desktop
database window
SKILL 1: Create Databases

6. Click O K to accept the changes and close
the File New Database dialog box.

7. Compare your screen with Figure 3, and
then click the Create button.

8. Take a few moments to familiarize
yourself with the Access window as

described below and in Figure 4.
When you create a blank database, a new
table is automatically started for you. The
name Tablel is temporarily assigned to the
table, and the first columnIDis the
name of afield a common characteristic
of the data that the table will describe.
Figure 3
rgriH-
TABU roots
DATABASE TOOLS
^
View
AB
Table name
12 t p
Short Number Currency
[j^] Name & Caption
r 1
Delete
0 V */N <
FIE10S
EiJ More f eldi
IvJ. Drlaull Value

Z Field Sue
Lost_Fit_cc01_Pfmitj: Database- F:\Access Chapter l\Last_First_acc01_Perm<s.accdb C
rf
- 20_
SJaHsfor Success
TABLE
fx
H]
Modify Modify
Memo
Lookups Expression Settings'
Format
5
Formatting
*
od -OS
Indeced
&Dtlet*
All Access Obje... j| 3

Snrc*.
Tables
ZD Table1
Append row
Database tables store the data in rows and

columns and are presented in datasheets.
In a datasheet, each row is a recorda
collection of related data such as the contact
information for a person. Each column is a
field that each record will store such as city,
state, or postal code.
Tablel currently displays in Datasheet
viewa view that features the data but
also has contextual tabs on the Ribbon so
that you can change the table's design. In
Datasheet view, the last row of the table is
the append row the row in which a new
record is entered. Tablel currently has no
data.
9. Leave the table open for the next skill.
ID field and
Click to
You have completed Skill 1 of 10
Add column
Figure 4
Create Database Tables j Microsoft Access Chapter 1
433
SKILL 2: Create Tables in Datasheet View

When you design a table, you add field
names and their properties.
D a ta Type is a field property that specifies
the type of information that a field will
hold: for example, text, number, date, or
currency.
| | ^ o '2
IttH
TABIE TOOLS
HOME
fc *'
ab
Short Nu
AM
ID column
selected
*1
and ContractorlD
st**
Click to Add
Figure 1
of data types, click Short Text. Type

CompanyName and then press I Enter |to
move to the next column.
The Short Text data type stores up to 255
characters of text.
4. On the Fields tab, in the Add & Delete
group, click the More Fields button.

Scroll to the bottom of the list of data
types, click Name, and then compare
Quick Start fields are a set of fields
that can be added with a single click. For
example, the Name Quick Start data type
inserts the LastName and FirstName
fields, assigns the Text data type, and adds
a caption with a space between the two
words.
Continue to the next page to complete the skill >

Figure 2
rgi fx
HI
wiuuity moony
ivwmo
Lookup! Expteion Settings Properties
Data Type |AutoNumb*r

Format:
Enter Field Properties
k ri
Formatting
%% w i
Description
as caption
3. In the second column, click the text

Click to Add, and then from the list
EX Default Value
Last.Firrt.a
TABLE
ContractorlD
then click OK.
hil
FIELDS
Name a Caption
^
ete
as field name
434
Lj More Fields
DATABASE TOOLS
Add & Oeite
1. In Tablel, click the ID column header.

On the Fields tab, in the Properties
group, click Name & Caption. Replace
the Name box value with ContractorlD
and in the Caption box, type Contractor
ID (include a space between the two
words).
Contractor IDthe field's captiondisplays

at the top of the column and is slightly
truncated. You will widen the column in a
later step. Captions determine what displays
in all datasheet, form, and report labels.
Name & Caption

command
formatting
SKILL 2: Create Tables in Datasheet View

TABU TOOLS
HOME
CREATE
EXTERNAL DATA
DATABASE TOOLS
zi Ascending
View
Paite
Copy
Filter
V Format Painter
IT U
m New
Advanced *
Lait_Firjt_acc01.Permits: Database- F:\Accmi Chapter 1\Last_Firstacc01.Permrti.accdb (Access 2007 - 20...
TABLE
ft
Skill! for Suc *

Z Total*
4 *
5SHI.H, "
?ic Replace
Calibn (Detail)
More button
Remove Sort ' T Toggle Filler
Sort & Filter
f-
Tables
T Selection -
IU Descending
VHwi________Clipboard______ '
All Access Obje... *

Stanfi.
FIELDS
I- S' Jk- 6
Text Formatting
6. Repeat the technique just practiced to
Tablet
Click to Add
Contractor lD - CompanyNa *
*
5. Click in the last column Click to Add,

and then click Short Text. Type Phone
and then press |Enter |.
add a field name Email with the Short
Text data type.
(New)
Tablel
7. In the header row, click in the Contractor

ID column. Click the Home tab. In the
Records group, click More, and then
click Field Width. In the Column Width
dialog box, click Best Fit. Compare your
Column width
set using Best
Fit command
Column widths can be changed to match

the width of their contents. As you add
data, the widths may need to be adjusted.
8 . Repeat the technique just practiced to

adjust the CompanyName column width.
| Retotd- H
9. Click Save (B|. In the Save As dialog box,
1 of 1
Figure 3
j ^
**? -
C* 1 s
HOME
TABLETOOLS
CREATE
EXTERNAL DATA
DATABASE TOOLS
FIELDS
m Name & Caption

View
&
X^
fv
Ahl
Required
Data Type Short Te*

rmatting
Unique
Reid Size box
Indexed
Proptltiis
^
Validation
Field Validation
All Access Obje...

Tables
Skill! for Succo* O
Eli More Field!
Add & Deleft
Srt*L
H
----- , Modify
E l Default Value
0 Vet/No
Lajt_First_acc01_Permits: Database- F-.VAccess Chapter 1\LaM_Flrst_ecc01_PeimiU.accdb (Accetj 2007 20...
TABLE
Contractor 10
CompanyName
lart Name
First N am * *
Phone
Email
OkktoAdd
(New)
Contractor*
Contractors
table saved
type Contractors and then click OK.

When you save a table that you have
added or changed, its name displays in the
Navigation Pane, and it becomes part of the
database file.
10. Click CompanyName to select the

column, and then click the Fields tab. In
the Properties group, change the Field
Size value to 50
Field size limits the number of characters
that can be typed into a text or number
field.
Caption
changed
11. With the Company Name field selected,

in the Properties group, click Name &
Caption. Change the Caption to
Company Name and then click OK.
change the Field Size property of the
Last Name, First Name, Phone, and
Email fields to 50 and then click Save [H
Figure 4

435
SKILL 3: Enter Data into Datasheets
I I vô'3
When you are designing and building

database tables, it is a good idea to enter
some of the data that they will store. In this
way, the design can be tested and adjusted
if needed.
| y
1. In the Contractors table datasheet, in

the append row, click the first empty
Company Name cell, and then type
Front Poarch Construction Compare
-
HOME
AB
TABLE TOOlS
IIS
CREATE
12
View
Short Number Currency J"

Tod
*
views__________________Add& Delete
All Access Obje...
'
Tables
S 3 Contractors
New record
started
FIELDS
3 Name & Caption

Default Value
Field Size SO
Last_First_acd5'l_Peimits: Database- FtVAccess Chapter 1\Last_First_accOI_Petrmts.eccdb (Access 2007 - 20..
TABLE
fTC?
Stoll* for Succe** * ^

fx
|ab| |
--1 Modify
Modify
Memo
J Lookup* Expression Setting*
Required
Typc 1Short Ttxt

CnmM.np
Foimat
Formatting
$
Unique
[g .
.
Validatx
Indexed
*4 a
Field Validation
Formatting
Contra tor\
Contr^For ID -
Company Name -
i * Construction
Click to Add
Last Name
(New)
Append row moves

down one row
As soon as you enter data in the append

row, it becomes a record, and the append
row displays below the new record.
2. Press 1Enter |to accept the data entry and

move to the next column. Type Poarch
Press |Enter |, and then in the First Name
column, type Ken
3. Continue in this manner to enter
the Phone number, (805) 555-7721
and the Email address, poarch.ken@
poarchcontractors.com
4. Press |Enter |to finish the record and move
the insertion point to the append row.
J Record M
1 of 1
Figure 1
TABLE TOOlS
HOME
CREATE
12 e 3
View
EXTERNAL DATA
Date & Time
0 Yet/No
DATABASE TOOLS
FIELDS
La*t_Fir*t_acc01.Permit*: Database- F:\Access Chapter 1\La*t_Firtt.acc01_Permit*.aecdb (Acce** 2007 - 20...
Data Type AutoNumber
[HI Name & Caption

Default Value
Ltl More Field* -
Field Sue
Modify Modify
Memo
Lookup* Expression Settings -
Foimat
All Access Obje... ])3

Storeh.
Tables
Last Name
1 Front Poarch C oniti Poarch
First Name
Ken
l k
Completed record
with active append
row below it
Figure 2
436
Required
[S y
B Unique
Field Validation
_____
ContractorlD CompanyName
H3 Contractors
Continue to the next page to complete the
Formatting
*j
Add & Delete
When you move to a different record or

append row, the new or changed data is
automatically saved to the database file on
your drive.
Skill* for Success - n
TABLE
SKILL 3: Enter Data into Datasheets

5. To the left of the Contractor ID column
heading, click the Select All button | |.
ContractorlD is the table's prim ary keya
field that uniquely identifies each record
in a table. Primary key field names often
include ID to help you identify them.
6 . With all the cells still selected, repeat the
technique practiced previously to apply

Best Fit to the column widths.
By selecting the entire datasheet, you can
adjust column widths quickly. If your
window is sized smaller than the datasheet,
columns that are not in view will not be
adjusted. You can adjust them by first
maximizing the Access window or by
scrolling to display them.
Figure 3
7. Starting with Mikrot Construction, add the

records shown in the table in Figure 4.
For the Contractor ID, accept the
AutoNumber values.
The ContractorlD data type is
A utoNum bera field that automatically
enters a unique, numeric value when a
record is created. Once an AutoNumber
value has been assigned, it cannot be
changed. If your AutoNumber values
differ from the ones shown in this chapter's
figures, you do not need to change them.
CompanyName
Last Name
First Name
Phone
Front Poarch Construction
Poarch
Ken
(805)555-7721
poarch.ken@
poarchconstruction.com
Mikrot Construction
Mikrot
Kim
(805) 555-6795
kmikrot@mikrot
.com
Sobata Contractors
Sobata
Jeri
(805) 555-4789
jeri@sobatacon
.com
(leave blank)
Jestis
Mee
(805) 555-8506
mee.jestis
jestisandsons.com
Degasparre
Remodelers
Degasparre
Artur
(805) 555-0770
artur@degasparre
.com
8 . Click Save H , and then Close [x ] the
table.
When you close a database table, the
database does not close. If you accidentally
close the database, reopen it to continue.
Figure 4
437
SKILL 4: Create Tables in Design View
A C C 1-4
V ID E O
An alternate method for creating a table

is to create it in Table D esign view a
view that features table fields and their
properties.
1. Click the Create tab, and then in the
Tables group, click the Table Design
button.
2. With the insertion point in the Field
Name column's first row, type PermitID
and then press (Enter |to automatically
assign the Short Text data type.
3. On the Design tab, in the Tools group,
click Primary Key.
4. In the Field Properties pane, change the
Field Size value to 50 and the Caption
to Permit Number Compare your screen
with Figure 1.
When working with a table in Design
view, the Field Name, Data Type, and
Description data are entered in rows. Other
field properties are entered in the Field
Properties pane.
5. Click in the next blank Field Name box,

and then type StartDate
Figure 1
*5
C*
HOME
[T 7 |
View
TABU TOOLS
CRiATE
\
;S g ,
Microsoft Access Chapter T | Create Database Tables
m if
lest_Flrst_ecc01_P#ftnitj Database- F:\Access Chapter l\Last_First_ecc01_PerTn<tJ.accdb (Accs 2007 - 2013 file for...
DESIGN
Data Typt
Short Txt
Skill* for Success - ^
Relationships
Object
Dependencies
Relationships
Inscription (Optional)
1Paf/^Tima___
StartDate field
name and data type
Format property
set to Short Date
Short Date
Caption property
added
8 . Add a fourth field named Location with

the Short Text data type.
438
insert Row*
V PrmltlD
StartDat*
The Date/Time data type stores serial

numbers that are converted and formatted
as dates or times.
Continue to the next page to complete the ski
DATABASE TOOLS
j X Delete Row
Primary Builder Test Validation
Property Indexes
Create Data Rename/
Key
Rules
Modify Lookups
shwt
Macros- Delete Macro
Tool!___________Show/Hide
Field. Record fii Table Events
6. Press jEnter |, click the Data Type arrow,

and then click Date/Time. In the Field
Properties pane, click the Format box,
click the Format arrow that displays, and
then click Short Date. Add the Caption
property Start Date and then compare
7. Add a third field named ProjectTitle with

the Short Text data type and the Caption
property Project Title
EXTERNAL DATA
Figure 2
Input Mask
Ception
Default Value
validation Ryle
validation Tert
Required
indexed
IME Mode
ime Sentence Mode
Tet Align
Shew Date Picker
Start Date
The label for the field when used on a vU
you don | entei a caption, the field nam
uied ai the label. Press F1 for help o>
captions.
SKILL 4: Create Tables in Design View

9. Add a fifth field named Fee with the
Currency data type. Do not change any

other field properties.
The C urrency data type stores numbers
formatted as monetary values.
10. Add a sixth field named ContractorlD

with the Number data type and the
caption Contractor ID In the Default
Value box, delete the 0.
The N um ber data type stores numeric
values.
11. In the ContractorlD Description box,

type Foreign key from the Contractors
table Compare your screen with Figure 3.
Figure 3
A fo reign key is a field that is used to

relate records in a second related table. The
foreign key field is often the second table's
primary key. Here, ContractorlD is the
primary key of the Contractors table. The
ContractorlD field will be used to join this
table to the Contractors table.
When you join tables, the common fields
must share the same data type. Because
the Contractors table automatically assigns
a number in the ContractorlD field, the
foreign key field should be assigned the
Number data type.
12. Click Save [H], In the Save As dialog box,

type Permits and then click OK.
13. On the Design tab, in the Views group,
click the View button to switch to
Datasheet view. Click the Select All
button Q , and then adjust the column
- widths to Best Fit. Compare your screen
with Figure 4.
14. Save [B] and then Close [ x ] the table.
Figure 4
439
SKILL 5: Relate Tables
I A C C 1-5
I V ID E O
Records in two tables can be related by

placing the same field in both tables and
then creating a relationship between the
common fields.
1. Click the Database Tools tab, and then
in the Relationships group, click the
Relationships button to display the
Relationships tab and Show Table dialog
box.
If the Show Table dialog box does not
display, you can open it by clicking the
Show Table button in the Relationships
group.
2. In the Show Table dialog box,
double-click Permits to add it to the
Relationships tab. In the Show Table
dialog box, double-click Contractors.
Alternately, you can add tables to the
Relationships tab by dragging them from
the Navigation Pane.
then close the Show Table dialog box.
Figure 1
|B B ^
n
4. From the Permits table, drag the
ContractorlD field to the ContractorlD

field in the Contractors table. When
the |5 pointer displays, as shown in
Figure 2, release the mouse button.
;----
HOME
CREATE
RELATIONSHIP TOOlS
EXTERNAL DATA
X Cler Layout
Edrt
@1 Relationship Report
DATABASE TOOLS
fr j]
------ IP Direct Relationship;
Show nr. ... - ..............
g All Relationships
Last_Fif*tjic01_Permit5: Database- F:\Acce*s Chapter 1\lait_Firit_acc01_Permlts.aclb (Accesi 2007 - 201..
DESIGN
fi
Skills for Succew
Q
Cl
Relationships
All Access Obje... * ]
=g Relationship*
Stort*.
Ptmiits
Contractor!
Tables
3
Contractors
Permits
ContractorlD in
Permits table
j
StartDate
ProJcctTitle
location
ContractorlD
* Cont^vto.10
la s tfia ^
FtrjtNaW
Li
-
__ fiaft-L
|pointer
over ContractorlD
in Contractors table
EEESi

Figure 2
440
SKILL 5: Relate Tables

ro m
RELATIONSHIPTOOlS
HOME
EXTERNAL DATA
CREATE
DATABASE TOOLS
E
S HHide
id Table
X Clear Layout
EE) Relationship Report
jp3 Direct Relationship!

Show
Table DRelationships
Q
Close
Skills for Success *
Edit Relationships
dialog box
__________ Relationships
Tooli___
All Access Obje...

Starch.
Tables
m
Contractors
Permits
Edit Relationships
P
ft
T S S iili.
StartDate
ProjectTltle
Location
Fee
ContractorlD
TaWe/Query:
Related Table/Query:
Create
Contractors
ContractorlD
Cancel
v ; ContractorlD
Tables are typically joined in a one-tomany relationshipa relationship in

which a record in the first table can have
many associated records in the second
table.
JoinType..
0 Enforce Referential
SlCaacad* update Re .ted p*Ms
0 Cascade Delete Related Record*

RelabonshipType:
5. In the Edit Relationships dialog box,

select the Enforce Referential Integrity
check box. Select the Cascade Update
Related Fields and Cascade Delete
Related Records check boxes, and then
Referential
integrity options
One-to-many
relationship indicated
Referential integrity is a rule that keeps

related values synchronized. For example,
the foreign key value must be present in the
related table. This option must be selected
to create a one-to-many relationship.
Common fields
With a cascading update, if you edit the

primary key values in a table, all the related
records in the other table will update
accordingly.
Figure 3
With a cascading delete, you can delete a

record on the one side of the relationship,
and all the related records on the many side
will also be deleted.
6. Click Create, and then compare your

7. Click Save [H|. On the Design tab, in
the Tools group, click the Relationship
Report button to create a report showing
the database relationships.
8 . If your instructor asks you to print your
work for this chapter, print the report.
9. Click Save [B], and then click OK. Close
[ x ] the report, and then Close [ x ] the
Relationships tab.
You hove completed Skill 5 of 10
Figure 4
Create Database Tables ] Microsoft Access Chapter 1
441
SKILL 6: Enter Data in Related Tables
| | ^ d " 6
When you enter data in related tables,

referential integrity rules are applied. For
example, a foreign key value must have a
matching value in the related table.
Lait_Firrt_accOt_Petmlts. Database- F\Access Chapter IUajt_Flnt_ace01_Permits.accdb (Access 2007 - 20...
TABIC TOOlS
EXTERNAL DATA
DATABASE TOOLS
1 Ascending
Filtai
FIELDS
V Selection*
i i Descending
Advanced
IS Remove Sort ^
Toggk l-iltei
Skills for Success
TABLE
Replace
X Totals
ll J iflSavt
* Spelling
Refresh .
_
K D d t k * CD Mote-
- * GoTo.
Select'
Find
libri (Detail!
/ UA r
Text Formatting
A subdatasheet displays related records

from another table by matching the values
in the field that relates the two tables.
For example, all the permits issued to
each contractor can be listed by matching
the ContractorlD value assigned to that
permit.
Contractor II -
Company Name
First Nam e -
g Front Poarch Construction Ken

2 Mikrot Construction
Kim
3 Sobata Contractors
Jeri
Permit Number -
StartDate -
Project Title -
5 Degasparre Remodelers
Phone
Email
- Last Name Click to Add
(805) 555-7721 poarch.ken@poarchcontractors.com

(805) 555-6795 kmlkrot<m(krot.com
(805) 555-4789 jerigJsobatacon.com
(805) 555-8506 mee.jestis@jestisandsons.com
Location * Fee - Click to Add
$0.00
Artur
Poarch
Mikrot
Sobata
Jestis_____________________
(805) 555-0770 artur@degasparre.com
(New)
1. In the Navigation Pane, double-click

Contractors to open its datasheet.
2. Locate the record for Mee Jestis (Jestis,
Mee), click the Expand button [a], and
When a table is on the one side of a
relationship, a subdatasheet is available.
Here, no permits have been issued to this
contractor yet.
3. In the subdatasheet append row, under
Permit Number, type B1018504RFSW

4. In the same record, under Start Date,
click the cell, and then click the Date

Picker button [] that displays. In the
Date Picker, click the Today button.
Fields that have been assigned the Date/
Time data type display a Date Picker when
they are selected.
gl
*> -
HOME
TABLE TOOlS
'
CREATE
EXTERNAL DATA
DATABASE TOOLS
Ascending
r ]|j
-P Foimat Parntw
X i Defending
Tables
ID
Contractors
3]
Permits
Ralationihipi tor last.Ftrtt.a
V i Selection
-N e w
Âdvanced-
S av*
Contractor II -
Spelling
First Name
A *
fk. Replace
HsZEls
- * GoTo*
Find
Select-
Email
Last Name * Click to Add
1 Front Poarch Construction Ken
(805) 555-7721 poarch.ken@poarchcontractors.com Poarch

(805) 555-6795 kmikrot@mlkrot.com
(805) 555-4789 jerl@sobatacon.com
A
Permit Number StartDate
, -9 B1018504RFSW
Kim
Jeri
M ee
______ (805) 555-8506 mee.jestls@Jestlsandsons.com
Project Title * Location
Fee Click to Add
7/22/2014 REMODEL CHITT 608 W (
Figure 2
Phone
2 Mikrot Construction
3 Sobata Contractors
it 217.71 ,
-srar
(805) 555-0770
New record added

in subdatasheet
Continue to the next page to complete the skill ]>
2 Totals
T*l Formatting
CompanyName
Search
Skills lor Success
^ Remove Sort ^ Toggle Filter
5 Degasparre Remoda
(New)
Title of REMODEL CHITTESTER

RESIDENCE a Location of 6088 W
Devon Way and a Fee of $217.71
Last_First_acc01_Permlts: Database- F:\Access Chapter l\Last_Rrat_acc01.Permiti.accdb (Access 2007 - 20-
TABLE
Sort & Filter
All Access Obje... e |
5. In the same record, enter a Project
442
FIELDS
artur@degasparre.com
Mikrot
Sobata
Jestis_____________________
SKILL 6: Enter Data in Related Tables

| B
te iflB
*3 *
C*
HOME
TABLETOOlS
CREATE
EXTERNAL DATA
t*' t h t Copy
> Forma! Painter
Filler
DATABASE TOOLS
zi Ascending
i l Descending
3 Advanced
FIELDS
TABLE
Selection
Skills for Success n

Z Totals
S Save
Remove Sort y Toggle Filter
Refresh
^11- A Delete *
A Jl
Spelling
? * Replace
* Go To *
Find
All Access Obje... ! H
Contractors
Permit!
Reports
Permit Number
.9 81018504RFSW
S *
StartDate
------------------
Project Title
Location
Tent Formatting
-
7/20/2014 REMODEL CHITTESTER RESIDENCE 608 W Devon Way
Fee
ContractorlD * Click to Add
$217.71
$0.00
1U 1 1 ^ --------------
Wrong
ContractorlD
entered
6. Close [x ] the table. In the Navigation

Pane, under Tables, double-click Permits
to open its datasheet.
7. Adjust the column widths to Best Fit to
display all the data you entered in the

subdatasheet previously.
U1 Relatlomhips for l a i t . P i r |
Microsoft Access
t ill
fou cannot add or change a record because a related record it required in table Contractors',
OK
Help
Message confirms
referential integrity
is enforced
In this manner, records in a one-tomany relationship can be entered using

a subdatasheet. Here, a new building
permit record has been created, and the
Contractor has been assigned. Because it is
an AutoNumber, your ContractorlD value
may be different.
8. In the first record, change the Contractor
ID to 11111 Click in the append row, and

Figure 3
It is a good idea to test referential integrity.

Here, referential integrity is working
correctly. You are not allowed to enter a
Contractor ID that does not exist in the
related Contractors table.
9. Read the message, click O K , and then
press |Esc |to cancel the change and return

to the correct Contractor ID.
10. In the table, repeat the techniques just
practiced to add the three records shown
in Figure 4. For all records, use the same
Contractor ID used in the first record.
Start Date
Project Title
Location
Fee
B1018504RFSW
Your date
REMODEL
CHITTESTER
RESIDENCE
6088 W Devon Way
277.77
B1052521RFSW
7/21/2014
ROOF ABADIE
RESIDENCE
5943 S Balivi Ln
208.65
1 Permit Number
11. If necessary, adjust the column widths to

fit the contents. Save 3], and then Close
[x] the table.
B1090716ELEC
7/29/2014
REMODEL
CUBIT
RESIDENCE
3674 W Teabrook Av
74.50
B1071316PLMB
8/19/2014
REMODEL
LAA
RESIDENCE
5901 S Famyville Ln
58.00
Figure 4
443
SKILL 7: Import Data into Tables
I I Ceo~7
*>- c*
When Excel tables are arranged as a

datasheet, the data can be imported into
Access tables.
Field names entered

into header row
f"u
S1
*11..
REVIEW
2. On the File tab, click Save As, and then

click Browse. In the Save As dialog box,
navigate to your chapter folder. Name
the file Last_First_acc01_PermitsData
and then click Save.
3. Click cell Al, type PermitID and then
press [Tab |. Continue in this manner to
enter the column labels in this order:
StartDate | ProjectTitle | Location | Fee
When you import data from Excel, it is
best practice to insert the table's field
names in the spreadsheet's header row.
In this project, you will not import any
ContractorlD data.
?* Wrap Tea
7 |B5642456RFSW
7/6/2014 ROOF SKALSKI RESIDENCE
8 !B6874880RF5W
9 B7489596RFSW
7/6/2014 WINDOWS COMMEN RESIDENCE

7/6/2014 REROOF IMES RESIDENCE
$ %
D
Location
4276 W Taft St
1788 W Corriente Ln
1 | PermitID
StartDate ProjectTitle
2 B1999027RFSW 7/1/2014 WINDOWS FARISS RESIDENCE
3 B2087192RFSW 7/1/2014 ROOF BRAUCHT RESIDENCE
4 B2866810RFSW 7/1/2014 WINDOWS STURGUL RESIDENCE
5 B3151442RFSW 7/1/2014 REMODEL ALLGIRE RESIDENCE
6 B6202921RFSW 7/1/2014 REMODEL GRAMBY RESIDENCE
8863 N H w y25
519 S Varano Av
6243 E Rock Point Av
6788 W Hawk Creek Ct
5253 E Karen Dr
6967 W Green St
8485 S Morris Hill PI
10 B9272132RFSW
7/6/2014 REMODEL BERKELEY RESIDENCE

11 B6618869RFSW 7/10/2014 REMODEL GUINTHER RESIDENCE
5507 E W hite Bam Rd
12 B9233710RFSW 7/10/2014
13 I82299344RFSW 7/12/2014
14 B4260968RFSW 7/12/2014
15 B44S4591RFSW 7/12/2014
1680 E Divide Pass Dr

9915 N Guinness Ct
9914 w Banstead Av
8994 N Chalet Ln
16
17
18
19
20
B9680971RFSW
B6755527RFSW
B8933210RFSW
B3071669RFSW
B5866808RFSW
7/12/2014
7/17/2014
7/17/2014
7/19/2014
7/20/2014
21 B4553292RFSW 7/21/2014
22 B8296383RFSW 7/21/2014
23 B1684124ELEC 7/24/2014
24 B2464643RFSW 7/24/2014
25 B3680115ELEC
WINDOWS GAGNE RESIDENCE

ROOF SCHOMMER RESIDENCE
ROOF SANKOVICH RESIDENCE
REMODEL ROCCIO RESIDENCE
REMODEL CARPENTIER RESIDENCE
REMODEL BENZEE RESIDENCE
ROOF REPAIR OETKEN RESIDENCE
WINDOWS SHERBON RESIDENCE
REMODEL REDER RESIDENCE

REMODEL HARTNETT RESIDENCE
ROOF ULLOM RESIDENCE
7/24/2014 REMODEL AHRENDES RESIDENCE
Permits Sample Data
&
5 1 AutoSum A
&
an
Conditional Format as
Formatting * Table - Styles

Clear
ft
A4,
Sort b Find fli

Filler1 Select Editing
i
*
k
1
279.68
266.36
245.62
197.93
155.17
246.26
262.01
264.41
276.99
245.62
245.92
176.03
258.68
6137 N Rhodamlne Av
9387 S Lancer Way
6985 N Fleetwood Ln
0640 S Plumbeous Ct
7841W Mercado Way
0042 E Arch Rock St
196.69
269.05
205.13
164.86
247.22
161.45
273.88
244.37
8147 S 5Th St
4731 E Tori Way
3858 S Glenn Brook PI
49.32
163.25
51.79
7263 W Broadway Ct
REMODEL FELDMAN RESIDENCE

WINDOWS SHIIGI RESIDENCE
Skills for Succ: - n
VII
i Merge a Ceritet
1. Start Excel 2013, and then on the Excel

start page, click Open Other Workbooks.
On the Open page, click Computer, and
then click Browse. In the Open dialog
box, navigate to the student files for this
chapter, and then open the Excel file
acc01_PermitsData.
L5t_Firit_ace01_PemiitsD(ita - Excel
HOME
cm
Figure 1
EXTERNAL DATA
Saved Linked Table
Excel button in
Import & Link group
4. Click Save [H], and then Close [x) Excel.
SkiUs for Success -
DATABASE TOOLS
Get External
Data - Excel
Spreadsheet
dialog box
t fij Word Merge
KB
nd destination of th data
Specify the source of the definition of the object*.
5. In Access, click the External Data tab,

and then in the Import & Link group,
click Excel.
33
Contra
Permit:
Report*
Path to
Excel file
* n*m,;
P:\Access Chapter 1'iart_Flrjt_acc01.PermltsData.idsx
Relationships tor lait.Flrjt.a...

Specify how md where you want to store the data in the current database.
6. In the Get External Data - Excel

Spreadsheet dialog box, click the Browse
button. In the File Open dialog box,
navigate to your Access Chapter 1 folder,
select Last_First_acc01_PermitsData, and
then click Open.
Import the source data Into a now table In the current database.
Append a copy of the records to the tablet
a-
IW to the data source by creating a linked ta
Permits table
selected
7. Click the Append a copy of the records

to the table option button, click the
arrow, and then select the Permits table
as shown in Figure 2.
33&3I

444
>
Figure 2
SKILL 7: Im port Data into Tables

Skills for Success * ^
m m
Saved linked Table Excel Access

Imports Manage*
Because a workbook can contain multiple

worksheets, you are asked to select the
worksheet that contains the data you wish
to import.
__________________ Import & Unit

\SnKh~
P |
Tables
!~3 Contractors
3 Permits
9. In the first screen of the Import
Reports
L3
Relationships for Ult.Rrst.*-.

-
5
6
7
S
9
10
11
12
:5
14
P e rm itID
1999027RF5W
2087192RF5W
2ee68ioRrsw
3151442RFSW
6202921RFSW
5642456RFSW
6874e80RFSW
7489596RFSW
9272132RFSW
6618869RFSW
9233710RF5W
2299344P.F5N
4260968RFSN
4484591RFSW
7 /1 /2 0 1 4
7 /1 /2 0 1 4
7 /1 /2 0 1 4
7 /1 /2 0 1 4
7 /1 /2 0 1 4
7 /6 /2 0 1 4
7 /6 /2 0 1 4
7 /6 /2 0 1 4
7 /6 /2 0 1 4
7/1 0 /2 0 1 4
7 /1 0 /2 0 1 4
7 /1 2 /2 0 1 4
7 /1 2 /2 0 1 4
7 /1 2 /2 0 1 4
WINDOWS FARISS RESIDENCE

IOOF 3RAUCHT RESIDENCE
WINDOWS STURGOL RESIDENCE
REMODEL ALLGIRE RESIDENCE
REMODEL 5RAMBY RESIDENCE
tCCF SKALSKI RESIDENCE
WINDOWS COMMEN RESIDENCE
IEROOF IME3 RESIDENCE
REMODEL BERKELEY RESIDENCE
tEMODEL 3UINTHER RESIDENCE
WINDOWS 3ASNE RESIDENCE
iCOF SANKOVICH RESIDENCE
42-76
17S3
8863
519
6243
6-8 9
5283
696
8485
=50-7
ie eo
9915
9914
B994
W T a r t St
w C e m e n t * La
N Hwy 25
vacano Av
E Rook P o in t Av
W Hawk C ree k C t
E K aren Dr
W Greer. S t
s M e m * K i l l PI
E W hite Barr. Rd
E D iv id e Pass Dr
N Guinness C t
W 3a r.s te ad Av
N C h a le t Ln
2-79.68
z e e .36
245.62
197.93
[155.17
146 .2 6
262.01
2 6 4 .4 1
27 6 .9 9
24 5.62
24 5.92
17 6 .0 3
2 5 8 .6 *
*9 6 .6 9
Sample of data
to be imported
TABIE TOOLS
CREATE
EXTERNAL DATA
OATABASE TOOLS
ziAscending
Filter
T: Selection*
i i Descending
Advanced -
Remove Sort T Toggle Filter
_________
FIELDS
in
La$t_Firjt_aec01_Permrts: Database- F:\Access Chapter 1\Las_Flrst_acc01_Permits.accdb (Access 2007 - 20...
TABLf
Skills for Success * n

21 Totals
agSave
ijf t
2 Spelling
Refresh
411. X Delete 0 M o r e *
?cReP'*ce
Go T oFind .
Select
Records
Sort & Filter
B1018504RFSW
B1052521RFSW
B1071316PLM8
B1090716ELEC
B1130082PLMB
B1264201BLDR
B1684124ELEC
B1871535ELEC
B1999027RFSW
B2087192RFSW
B2171217FENC
B2299344RFSW
B2428667PLM8
B2464643RPSW
B2W9429FENC
B2866810RFSW
B3071669RFSW
B3151442RFSW
StartDate *
Tent Formatting
Project Title
Location
$217.71
5943 S Ballvi Ln
5901S Farnyvllle Ln
$208.65
7/29/2014 REMODEL CUBIT RESIDENCE

3674 w Teabrook Av
8/23/2014 SPRINKLER SYSTEM UIMARI RESIDENCE 1754 W Eugene St
$74.50
$186.00
$265.93
8/19/2014 REMODEL IAA RESIDENCE
9/8/2014 NEW DECK FISCHETTI RESIDENCE

7/24/2014 REMODEL HARTNETT RESIDENCE
0416 S Rosemont Way

8147 S 5Th St
7/29/2014 REMODEL VILUNTE RESIDENCE

7/1/2014 WINDOWS FARISS RESIDENCE
7/1/2014 ROOF BRAUCHT RESIDENCE
419 S Hutchins Av
4276 W Taft St
1788 W Corriente Ln
8/6/2014 FENCE STARKMAN RESIDENCE

7/12/2014 ROOF SCHOMMER RESIDENCE
8/23/2014 REMODEL GOLLNICK RESIDENCE
985 E Bobby Av
9915 N Guinness Ct
7851 NJaguar Av
4731E Tort Way
1021S Striker Ln
7/24/2014 ROOF ULLOM RESIDENCE

8/17/2014 FENCE HAISLETT RESIDENCE
7/1/2014 WINDOWS STURGUL RESIDENCE
7/19/2014 WINDOWS SHERBON RESIDENCE
8863 N Hwy 25
B3417073PLMB
8/19/2014 REMODEL SUNDT RESIDENCE
6985 N Fleetwood In
519 S Varano Av
8066 N Plumcreek Av
B3605971BLDR
B3680115ELEC
8/30/2014 NEW DECK BRAUNWARTH RESIDENCE

2685 S Sweet Valley Way

7/1/2014 REMODEL ALLGIRE RESIDENCE
B3730684BLDR
9/2/2014 ADDTION KHAUFE RESIDENCE
B3849977ELEC
7/29/2014 ADDITION BRANDI RESIDENCE
83999039BLDR
B4072020PLMB
8/23/2014 REMODEL STEEGE RESIDENCE
B40788MFENC
8/6/2014 FENCE MATHAI RESIDENCE
B4141621FENC
I Record: W i iz Of T9
608 W Devon Way
7/20/2014 REMODEL CHITTESTER RESIDENCE

7/21/2014 ROOF ABADIE RESIDENCE
'
Fee
8252 E Poinsettia Ct
6031S Hinsdale Ct
9/2/2014 ADDITION DEMSHAR RESIDENCE
8/1/2014 FENCE JOBS RESIDENCE
___ X
-Swch
9829 W 3rd Av
$58.00
ContractorlD * Hckfi
Records entered
previously (your
Contractor ID may
be different)
$176.03
$58.00
$163.25
$49.50
$197.93
$58.00
12. Open the Permits table in Datasheet

view. Adjust the column widths to Best
Fit, and then compare your screen with
Figure 4.
$49.32
$76.51
$279.68
$266.36
$49.50
$245.62
S247.22
10. Click Next to display the last screen in

the Import Spreadsheet Wizard. Verify
that the Import to Table box displays the
text Permits, and that the I would like
a wizard... check box is cleared. Click
Finish to complete the import.
11. In the Save Import Steps screen, verify
that the Save import steps check box is
cleared, and then click Close.
!Calibri (Dtai0
I 3 1 Permits \
Permit Number
Spreadsheet Wizard, verify that the

Permits Sample Data worksheet is
selected, and then click Next. Compare
In the wizard, it is recommended that
you view the sample data and verify that
it matches the field names in the header
row. Here, the header that you inserted
previously matches the field names in the
Access table.
Figure 3
HOME
8 . In the dialog box, click OK to open the

Import Spreadsheet Wizard dialog box.
Records added to
table (no Contractor ID
assigned)
The records are added to the table and then

sorted by the primary keyPermit Number.
The Contractor ID is blank because these
permits were issued to homeowners who
are completing the work themselves.
13. Click Save 3], and then leave the table

open for the next skill.
$318.17
$51.79
$282.26
$53.79
$252-90
4261 N Interlachen w ay
$58.00
1448 S Lighthouse PI
4069 S Shaffer Meadow Ln
$49.50
$49.50 J
______
q 2QBH9IIIEb
Figure 4
445
SKILL 8: Filter and Sort Datasheets

Datasheets can be sorted and filtered to
make the information more meaningful
and useful.
| | ^ o 8
~
HOME
UBLt TOOlS
EXTERNAL DATA
CREATE
fc/ I d SfeCopy
*"
'I f Format Painter
Ascending
S i Descending
Filter .
Remove Sort T Toggle F
By default, tables are sorted by their

primary key field. Here, the Start Date
column arrow changes to a sort arrow to
indicate that the records have been sorted
in ascending order by date.
Tables
3
Contractor?
[3
Permits
Reports
\U
Ralationihlpi for Ust.First.*
In this manner, the Filter menu can be

used to select records with the values you
choose.
B5642456RFSW
B6874880RFSW
B6618869RFSW
B9233710RFSW
B4484591RFSW
B9680971RFSW
Records sorted
by Start Date
B2299344RFSW
B4260968RFSW
86755527RFSW
B5666375ELEC
B8756215ELEC
B3680115ELEC
B2464643RFSW
Record W
1 of 79
Fee $155.17

6967 W Green St
6788 w Hawk Creek Ct
5253 E Karen Dr
5507 E W hite Bam Rd
7/10/2014 WINDOWS GAGNE RESIDENCE
1680 E Divide Pass Dr

8994 N Chalet Ln
- j
*K aa
ContractorlD
$245.62
S197.93
$276.99
$264.41
S246.26
$262.01
$245.62
$245.92
S196.69
$269.05
7263 W Broadway Ct
9915 N Guinness Ct
9914 w Banstead Av
6137 N Rhodamine Av
9387 S Lancer w ay
6985 N Fleetwood Ln
608 W Devon Way
REMODEL CHITTESTER RESIDENCE

REMODEL FELDMAN RESIDENCE
ROOF ABADIE RESIDENCE
WINDOWS SHIIGI RESIDENCE
g g
m m m
$279.68
$266.36
7/10/2014 REMODEL GUINTHER RESIDENCE
0640 S Plumbeous Ct
5943 S Ballvl Ln
7841 w Mercado Way
7/21/2014 REMODEL REDER RESIDENCE

7/24/2014 ADDITION JAPP RESIDENCE
0042 E Arch Rock St

8493 N Bannock St
7/24/2014 REMODEL MALASKY RESIDENCE

7/24/2014 REMODaAHRENDES RESIDENCE
7/24/2014 ROOF ULLOM RESIDENCE
_______ Starch_____________________
4863 S Biltmore Av
TABLE TOOlS
EXTERNAL DATA
HOME
DATABASE TOOLS
Ascending
ta'
47 31E Tori Way
$176.03
S258.68
$205.13
$164.86
$247.22
S217.71
$161.45
$208.65
$273.88
$244.37
$44.20
$54.23
$51.79
$163.23
______
v Foimat Painter
Filter
Y. Selection *
i l Descending
3 Advanced -
i f Remove Sort
T Toggle Fitter
IS )
A|| .
Last_First_ecc01_Pennrts: Database- F:\Access Chapter 1\Ust_Firjt_acc01_Permits.eccdb (Access 2007 20...
N r-
Z T o u ls
7 Spelling
X Delete 1=3 Mote *
A*
fc Replete
Calibri (Detail
Find
- * Go To*
.
to Select
Recoids
All Access Obje... H3 ~ * * 1

Starch.
Tables
Contractors
3
ft
Prilts
Reports
Ul
Relatiomhipj lor lJt_Firtt_...
Permit Number
B6202921RFSW
B1999027RFSW
B2087192RFSW
B2866810RFSW
B3151442RFSW
B9272132RFSW
B7489596RFSW
B5642456RFSW
B9233710RFSW
B4484591RFSW
B9680971RFSW
B2299344RFSW
B4260968RFSW
66755527RFSW
B8933210RFSW
B3071669RFSW
B1018504RFSW
B5866808RFSW
B1052521RFSW
B4553292RFSW
B8296383RFSW
B5666375ELEC
B8756215ELEC
B3680115ELEC
B2464643RFSW
Record: *
1 of 79

Figure 2
Skills for Succeti R
TABLE
Fee column
arrow
}r
fife Copy
FIELDS
Paste
B6618869RFSW
Figure 1
B6874880RFSW
446
Location

7/20/2014
7/20/2014
7/21/2014
7/21/2014
Tent Formatting
6243 E Rock Point Av

4276 W Tatt St
1788 W Corriente Ln
8863 N Hwy 25
519 S Varano Av
S485S Morris Hill PI
7/17/2014 REMODEL BENZEE RESIDENCE

7/17/2014 ROOF REPAIR OETKEN RESIDENCE
B4553292RFSW
B8296383RFSW
A' * &
Find

REMODEL CARPENTIER RESIDENCE
ROOF SANKOVICH RESIDENCE
te e
<DIUII,
R
If
5. Click the Fee arrow, point to Number

Filters, and then click Less Than. In the
Custom Filter dialog box, type 75 and
then click OK to display 31 records.
K ik p t a . | ^
- * Go To
,
to Select *
Rod
Start Date
ProjectTitle
GMODELGRAMBY RESIDENCE
PBEB
7/12/2014
7/12/2014
7/12/2014
7/12/2014
B8933210RFSW
B3071669RFSW
B1018504RFSW
85866808RFSW
B1052521RFSW
4. Click the Fee arrow, and then click Clear
filter from Fee.
Permit Number B6202921RFSW

B1999027RFSW
B2087192RFSW
B2866810RFSW
B3151442RFSW
89272132RFSW
B7489596RFSW
2. In the Fee column, click the Fee arrow.

In the Filter menu that displays, clear the
(Select All) check box, and then select
the $58.00 check box.
then click OK to view the eight records
that result.
| |
Recoids
Storcn-
Z r *
Spelling
wn . ,
_
. X Delete * 0 3 More *
Clipboard
1. With the Permits table open in Datasheet

view click anywhere in the Start Date
column. On the Home tab, in the Sort &
Filter group, click the Ascending button.
Lst_Fir*t_ccOI.Permits. Database- F-.VAccess Chapter 1\L!t.FiW.*cc01.Prmlts.ccdb (Access 2007 - 20...
TABLE
DATA^SEJfltiLS.
Find
X
Project Title
7/1/2014 REMODEL GRAMBY RESIDENCE
Location
ContractorlD Click to Add
6243 E ROCk Point Av

4276 W Taft St
1788 W Corriente Ln
J i Sort Smallest to Largest
8863 N
3U Sflit Lergest to Smallest
Number itters

7/10/2014 REMOOEL GUINTHER RESIDENCE
7/10/2014 WINDOWS GAGNE RESIDENCE
7/12/2014 REMOOEL ROCCIO RESIDENCE
7/12/2014 REMODEL CARPENTIER RESIDENCE
7/12/2014 ROOF SCHOMMER RESIDENCE
7/12/2014 ROOF SANKOVICH RESIDENCE
7/17/2014 REMODEL BENZEE RESIDENCE
7/17/2014 ROOF REPAIR OETKEN RESIDENCE
7/20/2014 REMODEL CHITTESTER RESIDENCE
7/20/2014 REMODEL FELDMAN RESI0ENCE
7/21/2014 ROOF ABADIE RESIDENCE
7/21/2014 WINDOWS SHIIGI RESIDENCE
7/21/2014 REMODEL REDER RESIDENCE
7/24/2014 ADDITION JAPP RESIDENCE
7/24/2014 REMOOEL MALASKY RESIDENCE
7/24/2014 ROOP ULLOM RESIDENCE
He* liftw th
I _______________
6137 N Rhodami'ne'Sv"
9387 s Lancer Way
$164.86
6985 N Fleetwood Ln
608 w Devon Way
$247.22
$217.71
0640 S Plumbeous Ct
5943 S Ballvl Ln
7841 w Mercado w ay
0042 E Arch Rock St
$208.65
$273.88
8493 N Bannock St
4863SBHtmoreAv
47 31E Tori way
$161.45
$244.37
$44.20
$54.23
$51.79
$163.25
SKILL 8: Filter and Sort Datasheets

fg n r
TABIE TOOlS
EXTERNAL DATA
tx'
g k
Ascending
* a .
pJi ^-i* Forma*

Cow Painter
wm,
.
DATABASE TOOLS
Views________Clipboard_______r
Fitter
All Access Obje... 4
Contractors
Permits
13
ft
Totals
Spelling
|4
fW Replace
Find
- * GoTo*
.
Cs Select-
More *
Find
REMooaAHRENi Custom Filter

7/24/2014 additionjapp R
i dialoq box
7/24/2014 REMOOEL M A L A Sll_____
3
7/29/2014 ADDITION BRANDL RESIDENCE
7/29/2014 REMODEL CUBIT RESIDENCE
8/1/2014 FENCE JOBS RESIDENCE
8/1/2014
8/1/2014
B1090716ELEC
B4141621FENC
B4160261FENC
B4824848ELEC
B9568069ELEC
8/1/2014
8/6/2014
B7632074FENC
B8457778FENC
B5787764FENC
B5119759FENC
B9044699FENC
B9460314FENC
B2669429FENC
B1071316PLMB
B3417073PLMB
B7227061PLMB
B2428667PLMB
3674 W Teabrook Av
4069 S Shaffer Meadow Ln
f j p i r "
Fee
iJ -
ContractorlD CSck to Add
$53.79
$74.50
then click OK to display eight records.

In this manner you can display records
whose values contain the text or numbers
you specify. Here, only the permits with
permit numbers ending with ELEC and
with fees less than $75 display.
$49.50
S49.50
B Custom
Custo text filter
(contains ELEC)
549.50
$49.50
FENCE TUR RESIDENCE

8/15/2014 FENCE KRUMHOL2 RESIDENCE
8/17/2014 FENCE ESCHE RESIDENCE
8/17/2014 FENCE HAISLETT RESIDENCE
5674 W Split Wood

3102 W Cuboid Av
549.50
$49-50
8595 N Provident Ct
3234 N Entertainment Av
1021S Striker Ln
$49.50
$49.50
549.50
8/19/2014 REMODEL LAA RESIOENCE

8/19/2014 REMOOEL SUNDT RESIOENCE
8/19/2014 REMOOELOATSON RESIDENCE
8/23/2014 REMODEL GOILNICK RESIDENCE
5901S Famyville Ln
S066 N Plumcreek Av
0774 S Sumpter Way
7851N Jaguar Av
$58.00
$58.00
Search
$49.50
8 .
$49.50
$49.50
Permits and notice that the 79 records are

sorted by Start Date, but the filters are
not applied.
$58.00
$58.00
10. On the Home tab, in the Sort & Filter
__________
HOME
TAKE TOOlS
CREATE
EXTERNAL DATA
DATABASE TOOLS
Ascending
EfeCopy
51 Descending
V Formal Painter
Âdvanced*
1 sfiSwt
Remove Sort T Toggle Filter
Starth.
Tables
f-
ft
S3 Contractors
H3 Permits
Reports
SB
ft
Relationship! for last_Firit.a...
1
I
Star: D.?:e *i
Last_First_acc01_Pemits: Database- FAAccess Chapter l\Last_First_acc01.Permits-accdb (Access 2007 - 20
TABLE
New
Clipboard_______<___________ Sort & Finer

Permit Number ^
FIELDS
'Selection*
X nUl
ProjectTltl*
io To*
4883 S Biltmore Av
B5666375ELEC
7/24/2014 REMOD&AHRENDES RESIOENCE
8493 N Bannock St
7/24/2014 REMODEL HARTNETT RESIDENCE
8147 S 5Th St
7/29/2014 ADDITION BRANDL RESIDENCE

7/29/2014 REMOOEL CUBIT RESIDENCE
8/1/2014 ADDITION TRIEU RESIDENCE
6031S Hinsdale Ct
3674 W Teabrook Av
I Record: M
8/1/2014 REMOOaMIYAGAWA RESIOENCE
-n s gg
te*t Formatting
Location
B360O115ELEC
B1684124ELEC
j
B9568069ELEC
1 B4824848ELEC
*
elect -
7/24/2014 REMODEL MALASKY RESIDENCE

7/24/2014 ADDITION JAPP RESIOENCE
B3849977ELEC
B1090716ELEC
SkiHs for Success - ^
Toggle Filter
button active
8668 E Hopklrk Av
515 E Birch
Click Save [B], and then Close [x] the

table.
9. In the Navigation Pane, double-click
Figure 3
the Filter menu, point to Text Filters, and

then click Contains. In the Custom Filter
dialog box, type ELEC
S54.23
9750 E Cimarron Av
4509 E Plantation Dr
**
6 . Click the Permit Number arrow. From
$44.20
$49.50
FENCE SCHEARER RESIDENCE

FENCE JACOBSON RESIOENCE
FENCE POSTMA RESIDENCE
m na
$49.32
$51.79
IM lW lIJ M M U Ie PI
6189 N Crewe Av
3596 S Bethany Bay PI
2997 E Passenger Av
8/6/2014
8/13/2014
8/13/2014
8/15/2014
B4833867FENC
B5357156FENC
S5TfiSt
S Glenn Brook PI
N Bannock St
S Biltmore Av
6031S Hinsdale Ct
Permit Number contains ElEC +
8/6/2014
8/6/2014 FEN C ^w !^M A t5lU tN C ^^^^^
8/6/2014 FENCE COVILLE RESIDENCE
8/6/2014 FENCE FEHRS RESIDENCE
8/6/2014 FENCE RANDS RESIDENCE
B2171217FENC
B4078864FENC
B5013806FENC
B6603712FENC
j:E |=
Tet Formatting
Location
Project Title
7/24/2014 REMODEL HARTNI

7/24/2014
B3849977ELEC
Relationship! loi lait_First_a...
Records
Permit Number 3 Start Oate *t
B5666375ELEC
B8756215ELEC
Reports
Refresh
Ail. X Delete
Sort & Filter
B1684124ELEC
B3680115ELEC
Skills for Succes
TABLE
Y< Selection'
51 Descending TT] Advnced

.
i f Remove Sort T Toggle Filter
_________
FIELDS
group, click Toggle Filter to reapply the

filter. Compare your screen with Figure 4.
The sort order and filter that you create in
a datasheet are saved as part of the table's
design. When you open a table, it sorts in
the order you specified, but the filter is not
applied.
11 . Leave the table open for the next skill.
Fee '
$54.23
$44.20
$51.79
$49.32
$53.79
$74.50
$55.06
S64.67
SO.00
Eight filtered and

sorted records
l of 8
I .U.' H . I . M J l ,
Figure 4
Create Database Tables
Microsoft Access Chapter 1
447
SKILL 9: Format Datasheets
I
I
| A C C 1-9
I V ID E O
Datasheets can be formatted to make the

data easier to read.
1. If necessary, open the Permits table, and
then toggle the filter on.
2. On the Home tab, in the Text Formatting
group, click the Font Size arrow |u -1,
and then click 10.
3. In the Text Formatting group, click the
Font arrow. Scroll through the list of
fonts as needed, and then click Verdana.
When you change the font size or font, the
changes are applied to the entire datasheet.
4. Click the Select All button Q , and then

apply the Best Fit column width.
5. With all the cells still selected, on the
Home tab, in the Records group, click
More, and then click Row Height.
6. In the Row Height dialog box, replace
the existing Row Height value with 15
and then click OK.
Figure 1
7. Click anywhere in the Contractor

ID column. On the Home tab, in the
Records group, click More, and then
click Hide Fields. Compare your screen
with Figure 2.
Continue to the next page to complete the

Figure 2
448
vi
SKILL 9: Format Datasheets

&
H H U I
'
itf*
View
Piste
CREATE
EXTERNAL DATA
X.Cut
Datasheet Formatting
dialog box
DATABASE TOOLS
?1 Ascending
Tr Selection
I0
.1
iS3 Contractors
ZD Permits
Reports
Skills for Success
i . Descending ^ Advanced *
--Fitter
zs Remove Sort y Toggle Filter
b8 Copy
Sort & Filter
18
8 . In the Text Formatting group, click
HOME
Relationships for last.First.a, .
the Datasheet Formatting Dialog Box

Launcher r i .
1=
*
Text Formatting
Datasheet Formatting
9. In the Datasheet Formatting dialog
Permit Number -Y S ta rt Date

B8756215ELEC
7/24 /20 1
Fee - r d ic k to Add ~
$54.23
$44.20
B5666375ELEC
7 /24 /20 1
B 368011SELEC
7/24 /20 1
B1684124ELEC
7 /24 /20 1
B3849977ELEC
7/29 /20 1
B1090716ELEC
7 /2 9 /2 0 1
$74.50
B9568069ELEC
8 / 1/2 0 1
$5 5.06
B4824848ELEC
8 /1/2 0 1
&LSL
$0.00
box, under Ceil Effect, select the Raised

option button.
$51.79
BadcgroundColor:
$4 9.32
Alternate Background Color: Gndkne Color:
10. Click the Background Color arrow. In

the gallery, click Automatic.
$5 3.79
Sample
formatting
Background and
Gridline colors
11
Direction
(ft) Left-fought
Click the Alternate Background Color

arrow. In the gallery, under Theme
Colors, click the sixth color in the second
row Orange, Accent 2, Lighter 80%.
12. Click the Gridline Color arrow. In the
gallery, under Theme Colors, click the

eighth color in the first row Gold,
Accent 4. Compare your screen with
Figure 3.
r Filtered
it
HOME
CREATE
EXTERNAL DATA
DATABASE TOOLS
$ 1 Ascending
iX; Cut
f t
Paste
View
In the Datasheet Formatting dialog box, a

sample of the selected formatting displays.
TABLETOOlS
Search
8 Copy
Filter
* Format Painter
Âdvanced*
_
z * Remove Sort T Toggle Filter
Sort & Filter
All Access Obje... jT
Last.First.accOI.Permits; Database- F:\Access Chapter 1\Last_Fint_acc01_Permits.eccdb (Access 2007 - 20._
Z to m ,
.-J?Save
. X
Delete *
| |
Spelling
[^J More -
Records
Contractors
Permits
Permit Number -V S ta r tD a te -r
P ro je c tT itle
7 /2 4 /2 0 1 4 REMODEL MALASKY RESIDENCE
B8756215ELEC
7 /2 4 /2 0 1 4 ADDITION JAPP RESIDENCE
13
Select -
iv r t l M
b
:|b
Find
" ;|=
&
[r
W
Text Formatting
Relationships for li
Location
48 63 S Biltmore Av
Fee * Ckck to Add .

$54.23
84 93 N Bannock St
$4 4.20
$51.79
B1684124EUEC
7 /2 4 /2 0 1 4 REMODEL HARTNETT RESIDENCE
81 47 S 5Th S t
$4 9.32
B38499776LEC
7/2 9 /2 0 1 4 ADDITION BRANDL RESIDENCE
6031 S Hinsdale C t
$5 3.79
B1090716ELEC
7 /2 9 /2 0 1 4 REMODEL CUBIT RESIDENCE
3 6 74 W Teabrook Av
B9568069ELEC
8/1 /2 0 1 4 ADDITION TRIEU RESIDENCE
8668 E Hopkirk Av
$5 5.06
S4824848ELEC
8 /1 /2 0 1 4 REMODEL MIYAGAWA RESIDENCE
515 E Birch
$6 4.67
B3680115ELEC
&
Figure 4.
a<e m.
A '
1 4 .
r.
x
BS666375ELEC
3
& ***
GoTo-
2 3 Permits''..
Reports
Skillsfor Success -
TABLE
Y- Selection-
Descending
Clipboard
FIELDS
13. Click OK to apply the changes and to

close the dialog box. Click in the append
row, and then compare your screen with
7 /2 4 /2 0 1 4 REMODEL AHRENDES RESIDENCE
Save
the table design changes, and
leave the table open for the next skill.
$7 4.50
$ 0 .0 0
Figure 4
449
SKILL 10: Preview and Print Datasheets
I | Qeo10
Before printing, it is a good idea to preview

the printed page(s) and make adjustments
if necessary.
Last_Fint_acc01_Permits : Database- F:\Access Chapter 1\Lasl_First_acc0l_Perm<ts.accdb (Access 2007 - 20)3 file format) Acces
Skills for Success
-Print
Quick Print
1. With the Permits table open in Datasheet

view, click the File tab, and click Print.
Send the object directly to the default ptinter without making
Print
Select a printer, number of ci
The Quick Print command prints the

object directly. You cannot make any
adjustments to the object, choose a different
printer, or change the printer settings.
Print Preview
Preview and make changes to pages before printing.
The P rint command opens the Print dialog

box so that you can select a different printer
or different print options.
The Print Preview command opens
a preview of the table with Ribbon
commands that enable you to make
adjustments to the object you are printing.
2. On the Print page, click Print Preview. In

the Zoom group, click the Zoom arrow,
and then click Zoom 100%. Compare
your screen with Figure 2. If necessary,
scroll to the top of the page.
The last columnFeewill not print on
page one. At the bottom of the preview,
tools in the navigation bar are used to view
the other printed pages.
Figure 1
|B B ^
icc01_Permit5: Database- F:\Access Chapter 1\Last_Rrst_acc01.Permits.Bccdb (Access 2007 - 2013 file format) - Access
PRINT PREVIEW.
# 0 0
Landscape Columns Page
Setup
Page layout
Contractors
13
Permits
Zoom
One Two More

Page Pages Pages Zoom
Up IS
Refresh Excel
All
Text
PDF Email More
File or XPS
*
Data
E3
Close Print
Preview
Close Preview
Reports
fjJ
Relationships lor last.Flrst.
P erm it Number
B 8 7 5 6 2 15ELEC
B5666375ELEC
Figure 2
450
S ta r tD a te
P ro jectT itle
7 / 2 4 /2 0 1 4 REMODEL MALASKY RESIDENCE
7 /2 4 /2 0 1 4 A D D ITIO N JAPP RESIDENCE
Location
48 6 3 S Biltmore Av
8 4 9 3 N Bannodc S t
B 3 6 8 0 1 1SELEC
7 / 2 4 /2 0 1 4 REMODEL AHRENDES RESIDENCE 38 58 S Glenn Brook PI
B1684124ELEC
7 /2 4 /2 0 1 4 REMODEL HARTNETT RESIDENCE 8 1 4 7 S 5Ttl S t

60 3 1 S Hinsdale C t
B 384 99 7 7 ELEC
7 /2 9 /2 0 1 4 A D D ITIO N BRANDL RESIDENCE
B1090716ELEC
7 /2 9 /2 0 1 4 REMODEL CUBIT RESIDENCE
B 9568069ELEC
8 /1 /2 0 1 4 A D D ITIO N TR1EU RESIDENCE
8 6 6 8 E Hopkirk Av
B4824848ELEC
8 /1 /2 0 1 4 REMODEL M IYAGAWA RESIDENC
515 E Birdi
Navigation
bar
Skills for Success
3 6 74 W Teabrook Av
SKILL 10: Preview and Print Datasheets

H
*5
C*
Ln_Flfrt_*<cOl_Permit: Database-F:\Aecess Chapter l\last_Flr*t_a<c01_Permlli.adb (Access 2007 - 2013 file format) -Access
ID 0
Print
Size Margins
3. In the Zoom group, click Two Pages, and

Skill* for Success *
PRINT PREVIEW
Ptin! Data Only
E& Q. 0 r o
jwttflil: Landscape Columns Page
Zoom
Ep]
One Two l|oi*_J*fresh

Pag Pngr- m
* Zoom
:_____________ Fagt Sin
Two Pages
button
v ^
!> **
More
4. In the Page Layout group, click
Close Print
Preview
Close Preview
Landscape.
All Access Obje...

Start*.
fi I
Tables
By default, tables print in Portraittaller

than wide. You can change the layout
to Landscapewider than tallto
accommodate a wider table with few
records.
ft i
S3 Contractor*
iZD Permit!
Reports
13
Fee column
ft i
o w ru t
on Page 2
ma
SIM
<M0 j
Relationships for last.Firit.a...
5. In the Zoom group, click One Page, and

The buttons on the navigation bar are
dimmed because the table now fits on one
page.
6 . If you are printing your work for this
project, click the Print button, note the

printer listed in the Print dialog box, and
then click OK.
ssa
Figure 3
I T
p m M
La*t_Fim_acc01.Permits: Database- F:\Access Chapter 1\L*st_Flrst_aee01_Permrts.accdb {Access 2007 - 2013 file format) - Access
WB ID 0
Print
Size Margins
Skill* for Success * P
PRINT PREVIEW
Q In
pnt D#u
Print ___________ Page Site
Portrait L
Landscape
button
More
|es Pages -
Refresh Excel
Text
PDF Email
Fil* orXPS
Data
More
Close Print
All Access Obje... <

Store*..
Tables
ft
OS Contractors
3
Permits
Reports
lial
ParmicNumtar
ft
Relationships for last.First.a...
t&3B0llSB3C
eiB4124&C
tl*96TâC
e:oM7:MLac
ScartDac*
eôtaaTlde
uaaan
7-34.2014 PS^CCS. WLASKV dSlD9.<i 4063 S Skmom
7/aV20sa<CCrnQNi*peFSEB,CE
N eanno* St
7,'2*'2Ci4AB.lCCe. ~HPrC&P.E5EeNU8S9 S <3tnn firoak a
7. 3*2014 HSJCCa. HiflTNETT PSIDSVCE 8:47 S 5Th St
7 2 20S4COrTICf. BF>*JX F3!C*.CI <63: Smnasaua
7/ 2920:4 pa^coe ojarr psse&.<2
m?* w Tabmk v
ri'20V4<conioM i*jsn.aE
MMEKapUrk*,
9 V 2044 WWCCSLMt' -C-i-vA P.S EEC 313 E Brch
Fee
*54,23
*<*,20
SSX.79
**9 32
SS3.7*
*74.50
03.04
SS4.47
Report fits on one

page in Landscape
orientation
7. Close [X] the table.

A table's page layout settings cannot be
saved. The next time the table is open,
the default Portrait view will be applied.
Typically, when you want to print data
from a table, an Access report is created.
Report layout settings can be saved.
8 . If you are printing your work for this

project, use the technique just practiced
to print the Contractors table with the
portrait orientation.
9. With all tables closed, Close [x ] the
Access window. Submit your work as
directed by your instructor.
Because all the data and database objects
are saved as you work with them, you
do not need to click Save before quitting
Access.
DONE! You have completed Skill 10 of 10, and
your databases are complete!
na
Figure 4
451
More Skills
The following More Skills are located a t w w w .pea rso n h ig h e re d .co m /skills
More Skills [IV

CD C o m p a c t and Repair Databases
As tables, forms, queries, and reports are created and deleted,
the size of the database file can grow quite large. Access provides
a tool that rebuilds database files so that data and these objects
are stored more efficiently. Applying the Compact and Repair
tool decreases the size of a database file and improves database
performance.
More Skills 1 2
CD
In More Skills 12, you will import data from Excel into an
existing Access table. You will then import a different Excel
worksheet to create a new Access table.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and follow the instructions on the website.
Work with the Attachm ent Data Type
In Access, tables can store files such as Microsoft Word files,

Excel files, or files created with a digital camera. Access provides
a method to attach specific files to specific records. The attached
files can then be opened and viewed in the application that
created them.
More Skills

Work with the Long Text Data Type
You can build Access tables by importing tables from Excel. You
can also add data from Excel to an existing Access table. When
you import data from Excel, the worksheet needs to be organized
with records in rows and fields in columns.
More Skills ( D
In More Skills 11, you will view the file size of a database before
and after deleting several forms and reports. You will then
compact and repair the database and observe the resulting
change in file size.
In More Skills 13, you will create an Attachment field, attach

several files to two records, and then open one of the attached
files in another program.
Work with the Hyperlink and Yes/No Data Types
A field can be used to store a hyperlink to a web page or file.

These fields use the Hyperlink data type. Another data type,
called Yes/No, can be assigned to a field that will have only two
possible values, such as Yes or No.
In More Skills 14, you will create a new field, assign it the
Hyperlink data type, and enter a web address into a record.
You will then create a Yes/No field and enter a Yes value into a
record.
Please note th a t there are no additional projects to accom pany the More Skills Projects, and they are not covered
in the End-of-Chapter projects.
452
Review
The following table summarizes the SKILLS AND PROCEDURES covered in this chapter.
Skills
Number
Task
Step
Create desktop databases
From the Access start screen, click Blank desktop database
Create fields
Click the Click to Add colum n, and select th e desired data typ e (Datasheet view)
Insert Quick Start fields
Fields ta b > Add & Delete gro up > M ore Fields
Set field properties
Click th e field and use Fields tab com m ands

Click the field and use Field Properties pane (Design view)
Set Best Fit colum n widths
Home ta b -> Records g ro u p > More > Field W idth
Create new records in Datasheet view
Click append row, and typ e record data
Define prim ary keys (Design view)
Design tab >Tools g ro up
Set data types (Design view)
Click Data Type arrow
Add tables to Relationships tab
Database Tools > Relationships -> Show Table
Create a one-to-m any relationship
Drag the field from th e table to the related field in th e o th e r table and select the
Enforce Referential In te g rity check box
Display subdatasheets
Click the Expand b u tto n
Im port Excel data
External Data > Im p o rt & Link - Excel
Sort datasheets
Home tab Sort & Filter gro up > Ascending (or Descending)
Filter datasheets
Click colum n Filter arrow
Disable or enable filters
Home tab - Sort & Filter gro up >Toggle Filter
Change datasheet fonts and fo n t sizes
Home tab -> Text Form atting group
Set datasheet row height
Home tab Records gro up
Hide datasheet fields
Home tab > Records gro up > More > Hide Fields
Apply alternate row shading
Home tab Datasheet Form atting Dialog Box Launcher
10
Preview a printed table
File tab > Print > Print Preview
10
Change orientation
Print Preview tab Page Layout group
2 ,4
Icon
Primary Key
El
>
More Row H eight
ri
453
Review
Key Terms
Append ro w ............................ 433
A utoNum ber.......................... 437
C aption.....................................434
Cascading delete....................441
Cascading u p d ate................. 441
Online Help Skills

1. Start Access 2013, and then in the upper right comer of the Access start page,
click the Help button [?].
2. In the Access Help window Search help box, type table relationships and then
press I Enter |.
3. In the search result list, click Guide to table relationships. Compare your
Currency data ty p e ............... 439

Data type...................................434
D atasheet................................ 433
Access Help -
Datasheet v ie w ......................433
Date/Time data ty p e .............438

Field .........................................433
Field size.................................. 435
Foreign k e y ............................ 439
Landscape................................ 451
* A*
In this article
^ Introduction
Print...........................................450
Print Preview ..........................450
Quick Print.............................. 450
Quick Start fie ld ................... 434
R ecord.......................................433
Referential integrity ...........441
Short Text data ty p e .............434
table relationships
> |
Guide to table relationships
One-to-many relationship . 441

Primary k e y ............................ 437
$>
Table Design view................. 438
454
Types of table relationships
Why create table
relationships?
Understanding referential integrity

^ View table relationships
i.
Create a table relationship
4- Delete a table relationship

* Change a table relationship
>! Enforce referential integrity
In tro d u ctio n
After you have created a table for each subject in your database, you have to give Access a way
to bring that information back together again when needed. You do this by placing common
fields in tables that are related, and bv definina relationships between vour tables. You can then
Figure 1
Subdatasheet..........................442
T a b le .........................................433
One of the goals of good database design is to remove data redundancy (duplicate data). To
achieve that goal, you divide your data into many subject-based tables so that each fact is
represented only once. You then provide Access with a way to bring the divided information
back together you do this by placing common fields in tables that are related. To do this step
correctly, though, you have to understand the relationships between your tables, and then
specify these relationships in your database.
Number data type ............... 439

P o rtra it.....................................451
4. Read the article to the answer to the following question: Why create table
relationships?
Review
M a tc h in g
MylTLab6 )
Match each term in the second column with its correct definition in the
first column by writing the letter of the term on the blank line in front of
the correct definition.
__
1. The object that stores the data by organizing it into rows and
columns. Each column is a field and each row is a record.
__
2. The collection of related information that displays in a single row
of a database table.
__
A AutoNumber
B Caption
C Currency
D Data type
3. This specifies the kind of information that a field will hold; for
example, text or numbers.
E Foreign key
F Primary key
__
4. A field property that determines what displays in datasheets,
forms, and report labels.
G Quick Start
H Record
__
5. A data type that automatically assigns a unique numeric value to
a field.
I Table
J Table Design
__
6 . A field that uniquely identifies each record in a table.
__
7. A data type that stores numbers formatted as monetary values.
___
8 . A set of fields that can be added with a single click. For example,
the Address data type inserts five fields for storing postal
addresses.
__
9. An Access view that features table fields and their properties.
__ 10. A field on the many side of a relationship used to relate to the

table on the one side of the relationship.
r
V
BizSkills A
Video
1. Is there anything you would change about Theo's

behavior at his performance evaluation? Why or
why not?
2. How important do you think it is to set career
development goals for yourself? Why?
455
Review
Multiple Choice
MylTLab*
Choose the correct answer.

1. An Access view that displays records in rows and
fields in columns.
A. Database
B. Data grid
C. Datasheet
2. Each individual characteristic in a record that
displays as a single column in a datasheet.

A. Field
B. Record
C. Subset
3. A data type that stores up to 255 characters of text.
A. Currency
B. Number
C. Short Text
4. The blank row at the end of a datasheet used to add
records to a table.
A. Append
B. Data entry
C. New record
5. An Access field property that limits the number of
characters that can be typed into a text or number

field.
A. Character Limit
B. Character Size
C. Field Size
6. A relationship in which a record in the first table can
have many associated records in the second table.

A. Cascading
B. One-to-One
C. One-to-Many
7. A referential integrity option in which you can edit
the primary key values in a table, and all the related
records in the other table will update accordingly.
A. Cascading delete
B. Cascading update
C. One-to-many relationship
8. A rule that keeps related values synchronized.

A. Data duplication
B. Data redundancy
C. Referential integrity
9. A command that opens the Print dialog box so that
you can select a different printer or different print

options.
A. Quick Print
B. Print
C. Print Preview
10. An orientation of the printed page that makes it
wider than it is tall.
A. Print Preview
B. Landscape
C. Portrait
Topics for Discussion

1. W hat kind of inform ation do you think a small
business or organization would organize into a
database?
456
2. Each database object has a special purpose. For

exam ple, a query is used to filter and sort records.
W hy do you think that the filter and sort tools are
also available w hen you w ork with tables, forms, and
reports?
Review
To complete this project, you will need the following file:
1231
H0M
c*un
UTOMU.IUM
DMAUSCTOOU
UUH
TAKt
M khiteia
acc01_SREmployees
You will save your database as:

Last_First_acc01_SRDepartments
1. Start Access 2013, and then click Blank desktop database. Replace the File Name
with Last_First_acc01_SRDepartments Click Browse, navigate to your chapter
folder, and then click OK. Finish the process by clicking the Create button.
2. In Tablel, select the ID column. On the Fields tab, in the Properties group,
click Name & Caption. Change the Name to EmployeelD and the Caption to
Employee ID and then click OK.
Figure 1
3. Click the Click to Add column. In the Add & Delete group, click More Fields,
scroll down, and then click Name.
4. Click the Click to Add column, click Date & Time, and then type DateHired
Repeat to add a Short Text field named DeptID

5. With the DeptID field selected, in the Properties group, click in the Field Size
box, and then type 50
6. Click Save, type Employees and then click OK. Compare your screen with
Figure 1, and then Close the table.
7. On the External Data tab, in the Import & Link group, click Excel. In the Get
External Data - Excel Spreadsheet dialog box, click the Browse button. In the File
Open dialog box, navigate to and select the student data file acc01_SR.Employees,
and then click Open. Click the Append a copy of the records to the table option
button, and then click OK. In the first screen of the Import Spreadsheet Wizard,
click Finish, and then click Close to complete the import process.
Figure 2
8 . Double-click Employees to open the table in Datasheet view. Set the column
widths to Best Fit.
9. Click the DateHired column, and then on the Home tab, in the Sort & Filter
group, click Ascending.

10. Click the DeptID arrow, and then in the Filter list, clear the (Select All) check
box. Select the HR check box, click OK, and then compare your screen with
Figure 2.
Continue to the next page to complete this Skills Review
457
Review
11. On the Home tab, in the Text Formatting group, change the font size to 10 and
the font to Verdana.
12. In the Text Formatting group, click the Datasheet Formatting Dialog Box
Launcher, and then in the dialog box, select the Raised cell effect. Click the
Background Color arrow, and then click Automatic. Click the Gridline Color
arrow, and then click the fifth color Blue, Accent 1. Click OK to close the
dialog box.
13. On the File tab, click Print, and then click Print Preview. In the Page Layout
group, click Landscape. If you are printing this project, click Print. Otherwise,
click the Close Print Preview button. Save, and then close the table.
14. On the Create tab, in the Tables group, click the Table Design button. Name
the first field DeptID and then press IEnter |to assign the Short Text data type.
On the Design tab, in the Tools group, click Primary Key.
15. With the DeptID field still selected, in the Field Properties pane, change the
Field Size value to 50 and the Caption to Department ID
Figure 3
16. Add a second field named Department with the Short Text data type.
17. Click Save, type Departments and then click OK.
18. Click the View button to switch to Datasheet view, and then add the following
departments:
Department ID
Department
BG
Buildings and Grounds
CD
C om m unity D evelopm ent
Cl
Capital Im provem ent
F2
Fire
HR
Human Resources
PR
Parks and Recreation
19. Set the column width to Best Fit, and then compare your screen with Figure 3.
20. Save, and then close the table. On the Database Tools tab, click the
Relationships button. In the Show Table dialog box, add Employees, add
Departments, and then click Close.
21. Drag the DeptID field from the Employees table, point to DeptID in the
Departments table, and then release the left mouse button.
22. In the Edit Relationships dialog box, select the Enforce Referential
Integrity check box, and then dick Create. If you receive a message, open the
Departments table and carefully check your typing.
458
Figure 4
23. In the Tools group, click Relationship Report. Compare

your screen with Figure 4. If you are printing this project,
print the report.
24. Click Save, click OK to accept default name, and then
close the report.
25. Save and Close all open objects, and then Close the
Access window. Submit your printouts or database files
as directed by your instructor.
DONE! You have completed this Skills Review
Assessment
Skills Assessment 1
iy'3~Iab&J
To complete this database, you will need the following file:

acc01_SAlUtilityData

Last_First_acc01_SAlUtilities
1. Create a blank desktop database. Name the file Last_First_acc01_

SA1 Utilities and save it in your chapter folder.
2. In Tablel, rename the ID field BillingID In the second column, add a
Short Text field named AccountNumber

3. In the third column, add a Date & Time field with the name
BillingDate In the fourth column, add a Currency field with the name
Charge and then save the table as Billings Close the table.
4. Import the records in the Electricity worksheet from the student data
file acc01_SAlUtilityData. Append the records to the Billings table.

5. Sort the Billings datasheet by the Charge column in descending
order, and then filter the datasheet to display only the records from
Account Number 2610-408376.
6. Change the font to Verdana, the font size 10, and then set column
widths to Best Fit.
7. Change the cell effect to Raised, the background color to
Automatic, and the gridline color to Blue-Gray, Text 2. Compare
8 . If you are printing this project, print the datasheet in landscape
orientation. Save and then close the table.
9. Create a new table in Design view. Name the first field
AccountNumber Set the field as the table's primary key, assign the
Short Text data type, and set its caption to Account Number
10. Save the table as Residents and then switch to Datasheet view. In the
second and third columns, add the Name Quick Start fields. In the
fourth column, add a Short Text field named Street
11. Add the following records to the table:
AccountNumber
Last Name
First Name
Street
1673-467266
Alloway
Dorris
56553 S Paddington Way
2610-408376
Klasen
Franklin
99721 E Powder River Dr
Account Number
Last Name
First Name
Street
2790-748496
Cavagnaro
Crystle
72343 N Riverford Pi
3794-907351
Carie
Ryann
45340 N Gurdon Dr
12. Set the column widths to Best Fit, and then compare your screen with
Figure 2. Save and close the table.
13. Add the Billings and then the Residents table to the Relationships tab.
Create a one-to-many relationship using the AccountNumber field as
the common field. Do not select the cascading update or delete options.
14. Create a relationship report. Save the report using the name suggested
in the Save As dialog box. Close the report. Save and Close the
Relationships tab.
15. Close the Access window. Submit your work as directed by your
instructor.
DONE! You have completed Skills Assessment 1
459
Assessment
Skills Assessment 2
To complete this database, you will need the following file
acc01_SA2ClassData

Last_First_acc01_SA2Intems
1. Create a blank desktop database. Name the file Last_First_acc01_

SA2Intems and save it in your chapter folder.
2. In Tablel, rename the ID field as IntemID and then change its data
type to Number. In the second and third columns, add the Name
Quick Start fields. In the fourth column, add a Short Text field
with the name Phone
3. Add the following records to the table:
Intern 10
Last Name
First Name
Phone
Yerigan
Kenton
(805) 555-7928
Mostowy
Clarice
(805) 555-3107
Hemstreet
Caroline
(805) 555-5548
Marcantel
Almeda
(805) 555-7000
Shriver
Cheyenne
(805) 555-6991
4 . Set the column widths to Best Fit, and then Save the table as Interns
Compare your screen with Figure 1, and then Save and close the table.
5. Create a new table in Design view. Name the first field ClassID Set
the field as the table's primary key, assign the AutoNumber data
type, and set its caption to Class ID
6. Add a Short Text field named Class as the second field. As the third
field, add a Date/Time field name StartDate and set its caption to
Start Date
7. In the fourth row, add a Number data type named IntemID and set its
caption to Intern ID Save the table as Sections and then close the table.
8 . Add both tables to the Relationships tab. Create a one-to-many
relationship using the IntemID field as the common field. Do not

select the c a s c a d in g update or delete options.
9. Create a relationship report. Save the report using the name
suggested in the Save As dialog box. Close the report. Save and
then Close the Relationships tab.
460
10. Import the records in the Sections worksheet from the Excel student
data file acc01_SA2ClassData. Append the records to the Sections
table.
11. Sort the Sections datasheet by the IntemID column in ascending
order, and then filter the datasheet to display only the records for
the Introduction to Windows class.
12. Change the font to Cambria, the font size to 12, and then set column
widths to Best Fit.
13. Change the cell effect to Raised, the background color to Automatic,
and the gridline color to Blue-Gray, Text 2. Compare your screen
with Figure 2.
14. If you are printing this project, print the datasheet in landscape
orientation. Save and then close the table. Close Access.
Assessment
Visual Skills Check

acc01_VS Assessments

Last_First_acc01_VS Assessments
Open the student data file acc01_
VS Assessments. On the File tab, click Save
As, and then under Save Database As, click
Save As. Use the Save As dialog box to save
the file in your chapter folder with the name
Last_First_acc01_VSAssessments Sort, filter,
and format the Assessments table datasheet
as shown in Figure 1. The table is sorted by the
Parcel column and filtered by the AssessorlD
column. The font is Verdana size 10, the
columns are set to Best Fit, and the row height
is 15. The cell effect is Raised, the background
color is Automatic, and the gridline color is
Blue, Accent 1, Darker 50%.
Assessments ,
AssessmentID 1068
Print the table in landscape orientation or

submit the database file as directed by your
instructor.
Y ear -
Parcel
-t
2010 1074.73862
Valuation
$ 66 1 ,3 9 6 .0 0
AssessorlD
Millage 2
Tax
0.01264
$ 8,3 60 .0 5
$7,6 69 .6 5
1001
2009 1074.73862
$63 5 ,9 5 8 .0 0
0.01206
1263
2014 1107.92107
$19 6 ,6 3 9 .0 0
0.00982
$1,930.99
1071
2010 1185.79277
$14 7 ,8 3 0 .0 0
0.01264
$ 1,8 68 .5 7
1015
2009 1425.83907
$10 8 ,9 3 0 .0 0
0.01206
$1,3 13 .7 0
1123
2011 1425.83907
$10 6 ,7 5 1 .0 0
0.01256
$ 1,340.79
1237
2014 1436.87414
$ 22 4,278.00
0.00982
$2,2 02 .4 1
1260
2014 1456.34750
$18 8 ,3 3 8 .0 0
0.00982
$1,8 49 .4 8
1113
2011 1535.95379
$ 1,3 82 ,5 4 4 .0 0
0.01256
$17 ,36 4 .7 5
1072
2010 1566.97107
$ 10 5,409.00
0.01264
$ 1,3 32 .3 7
1086
2010 1596.79257
$16 0 ,0 7 4 .0 0
0.01264
$2,0 23 .3 4
1170
2012 1596.79257
$16 6 ,5 2 5 .0 0
0.01188
$ 1,978.32
1141
2012 1624.82671
$ 10 3,785.00
0.01188
$1,2 32 .9 7
1256
2014 1647.42795
$68 6 ,6 7 4 .0 0
0.00982
$ 6,743.14
1026
2009 1733.74385
$10 9 ,4 7 2 .0 0
0.01206
$1,3 20 .2 3
1054
2010 1779.97568
$393,4 3 9 .0 0
0.01264
$4,9 73 .0 7
1077
2010 1830.45633
$ 14 0 ,7 7 8 .0 0
0.01264
$1,7 79 .4 3
1094
2011 1830.45633
$150,6 3 3 .0 0
0.01256
$ 1,891.95
1091
2011 1878.99577
$15 4 ,0 6 5 .0 0
0.01256
$1,9 35 .0 6
Click to Add
DONE! You have completed Visual Skills Check
Figure 1
461
Assessment
My Skills
acc01_MYAddresses

Last_First_acc01_MYContacts
1 .
Create a blank desktop database. Name the

file Last_First_acc01_MYContacts and save
it in your chapter folder.
2. In Tablel, rename the ID field as ContactID

and add a caption of Contact ID
3. In columns two and three, add the Quick
Start Name fields.

4. In columns four through eight, add the
Quick Start Address fields.

5. In columns nine through twelve, add the
Quick Start Phone fields.

6. With the Fax Number column selected,
on the Fields tab, in the Add & Delete
group, click the Delete button. Repeat this
technique to delete the Business Phone
field.
7. Save the table as Contacts and then set the
column widths to Best Fit. Compare your

screen with Figure 1 .
8 . Complete the first record by inserting your
own contact information, and then save
and close the table.
Figure 2
9. Import the contacts from the Excel student
data file acc01_MYAddresses. Use the
462
Addresses worksheet and append the data

to the Contacts table.
10. Change the font to Verdana, and the font
size 10.
11. In the Navigation Pane, click the Shutter
Bar Open/Close Button to close the pane.
Set the column widths to Best Fit.
12. Change the cell effect to Raised, the
background color to Automatic, and the
gridline color to Blue-Gray, Text 2.
13. Select the Contact ID column, and then on
the Home tab, in the Records group, click
More, and then click Hide Fields. Save the
table changes.
14. Click the Shutter Bar Open/Close Button
one time to display the Navigation Pane.
Click in the append row, and then compare
15. If you are printing this project, print the
datasheet in landscape orientation. Save
and then close the table.
16. Close the Access window. Submit your
work as directed by your instructor.
DONE! You have completed My Skills
Assessment
Skills Challenge 1
To complete this database, you will need the
following file:
acc01_SClZonesData
Open the student data file acc01_SClZonesData in Excel,

and then save it in your chapter folder as Last_First_acc01_
SClZonesData View the data stored in the spreadsheet, which
describes the zones used in Aspen Falls. Label each column
with a label that describes the column and can be used as
database field names, and then close the spreadsheet.
Create a new database named Last_First_acc01_SClZones and
save it in your chapter folder. Create a table to store the data
in the Excel spreadsheet. Assign field names, data types, and

Last_First_acc01_SClZonesData (Excel)
Last_First accOl SClZones (Access)
captions using the practices in this chapter's projects. Assign a

primary key to the field that will uniquely identify each record.
Name the table Zones and then import the Excel data into the
table you just created. Set the field widths to Best Fit, and then
close the table.
Print the table datasheet in landscape orientation or submit the
database and spreadsheet files as directed by your instructor.
DONE! You have completed Skills Challenge 1
Skills Challenge 2
To complete this database, you will need the
following file:

Last_First_acc01_SC2Plants
acc01_SC2Plants
Open the student data file acc01_SC2Plants. On the File tab,
click Save As, and then under Save Database As, click Save
As. Use the Save As dialog box to save the file in your chapter
folder with the name Last_First_acc01_SC2Plants View the
Relationships tab, and notice that each plant is assigned
a scientific name but the plant may have many common
namesa one-to-many relationship. Open the Plants table
and then expand the subdatasheet for Asarum caudatum to
display three of its common names. Use the subdatasheets for
the other nine plants to enter the common names for each. To
locate the common names, search the Internet using the plant's
scientific name as the key term. For each plant, enter between
one and three common names based on the information you
find.
Submit your work as directed by your instructor.
463
C H A P T E R
Create Select Queries

Databases typically store thousands of records in multiple, related tables.
Queries answer questions about the data stored in tables by selecting and
presenting the records and fields with the information you need.
When you run a select query, a datasheet is created with just the records
and fields you selected. The data in the underlying tables is not changed
or deleted.
In a query, you select the fields with the data you want, and then add
criteria that filter the records.
You can create new fields by calculating values derived from existing
fields. These types of fields can be added to both tables and queries.
Criteria test to see if conditions are true or false, and then select only
those records in which the result of those tests are true.
Query results can also be grouped by one or more fields so that statistics
such as totals and averages for each group can be calculated.

In this chapter, you w ill create database queries for Aspen Falls City Hall,
which provides essential services fo r the citizens and visitors o f Aspen Falls,
California. In this project, you w ill assist Diane Payne, Public Works Director,
to answer several questions about the Water U tility m onthly billing cycles.
For each m onthly billing cycle, the Public Works D epartm ent needs to
calculate charges an am ount th a t is derived from each resident's water
usage and th a t month's rate for water. As payments are recorded in the
database, the am ount due should be automatically adjusted. You will
com plete both o f these tasks by adding calculated fields to a table.
The Public Works D epartm ent needs to find records for specific residents
by searching for th eir account number, name, or m eter number. You will
create select queries th a t can perform these searches. The departm ent also
needs to know which residents are late in their payments and add a late fee
when appropriate.To do this, you w ill add a calculated field to a query.
John Leee / Fotolia
464
Microsoft Access Chapter 2 | Create Select Queries
Finally, the city needs to analyze w ater usage statistics. To do this, you
w ill add grouping to a query, and then provide summary statistics such as
count, average, and total. T hroughout the project, you w ill test your queries
using a small sample o f the city database used to track resident u tility bills.
Introduction
90

Student data file needed for this chapter:
Outcome
acc02_Water

work with Access queries like this:

Last_First_acc02_Water
Statistics \
Billing Date -
SKILLS
Total Billing *
Total Due -
31 Jan 1 3
Billing Count
50
Average Usage 67.7
$778.09
($18.27)
28-Feb-13
55
68.4
$865.72
31-Mar-13
60
78.8
$1,069.96
($1.00)
$51.18
$0.00
30-Apr-13
65
76.9
$1,149.54
31-May-13
69
89.4
$1,541.50
$0.00
30-Jun-13
71
113.0
$2,006.00
$24.75
31-Jul-13
74
126.7
$2,312.25
$0.45
MylTLab
31-Aug-13
79
126.7
$2,702.43
$87.21
30-Sep-13
80
128.1
$2,743.20
$55.58
31-0ct-13
82
112.7
$2,279.00
$73.00
30-NOV-13
84
83.9
$1,761.00
$8.00
31-Dec-13
83
61.3
$1,170.24
$17.02
At the end of this chapter you will be able to

Skill 1
Create Queries with the Simple Query Wizard
Skill 2
Add Text Criteria
Skill 3
Skill 4
Skill 5
Add Comparison Operators
Skill 6
Add Date and Time Criteria
Skill 7
Group and Total Queries
Skill 8
Add Calculated Fields to Queries
Skill 9
Work with Logical Operators
31-Jan-14
84
46.8
$903.67
$0.00
28-Feb-14
83
37.8
$753.60
$2.94
Add Calculated Fields to Tables
31-Mar-14
83
50.1
$1,039.75
$18.75
Create Queries in Design View
30-Apr-14
83
53.3
$1,312.22
($17.08)
31-May-14
82
73.7
$1,993.20
($32.01)
30-Jun-14
80
94.4
$2,643.90
$6.30
31-Jul-14
80
138.1
$4,199.38
$4,199.38
Skill 10 Add Wildcards to Query Criteria

M O R E SKILLS
Skill 11 Export Queries to Excel
Skill 12 Export Queries as Web Pages
Skill 13 Link to External Data Sources
Skill 14 Create Crosstab Queries
Create Select Queries
465
SKILL 1: Create Queries with the Simple Query Wizard

Queries are used to ask questions about
querythe data stored in database
tables. Select queries select and display
the records that answer the question
without having to change the data in the
underlying table or tables.
1 . Start Access 2013. On the Recent
page, click Open Other Files. On the

Open page, click Computer, and then
click Browse. In the Open dialog box,
navigate to the student data files for this
chapter, select acc02_Water, and then
click the Open button.
2. On the File tab, click Save As. With Save
Database As selected, click the Save
As button. In the Save As dialog box,
navigate to the location you are saving
your files for this project. Click New
folder, type Access Chapter 2 and then
press |Enter |two times. Name the file
Last_First_acc02_Water Compare your
screen with Figure 1, and then click Save.
Figure 1
3. If the security warning message displays,

click Enable Content.
4. In the Navigation Pane, under Tables,
select Residents.
Queries group, click the Query Wizard
button. In the New Query dialog box,
with Simple Query Wizard selected,
click OK to start the Simple Query
Wizard. Compare your screen with
Figure 2.
The Simple Query Wizard's first screen is
used to select the fields you want to display
as columns in the query result. You can
choose fields from any table or query, but
they should be from tables that are related.
Including unrelated tables will result in too
many records in the query results.

466
>
Figure 2
acc 2 1
I I V|DEo
SKILL 1: Create Queries with the Simple Query Wizard
mmm
H0ME
Application
Parts-
CREATE
EXTERNAL DATA
Table Table SbarePoint

Design Lists*
Template!__________ Tables
DATABASE TOOlS
m^ _
I [?! Report Wizard
Qury Query
Wiiard Design
Form
Form Blank
Design Form
More Forms *
Module
^^-1
*---- ' ' i I .11.
Report Report Blank
Design Report
r ix c Mivl
Queries
7. Click the Move All button Q to move
All Access Obje...

Searrn.
fi
Tables
all the table's fields into Selected Fields.

Compare your screen with Figure 3, and
then click Next.
CD Residents
H
Water Bills
Queries
p
Billing Errors
Jp Duplicate Entries
8. In the What title do you want for your

query box, replace the existing text
Residents Query w ith Residents Search
Reports
13
6. Click the Move button | > |one time,

to move the AccountNumber field into
Selected Fields.
Duplicate Entries Report
In the last screen of the Simple Query

Wizard, you type the name that will be
given to the query and choose to either run
the query or open it in Design view.
9. Click Finish, and then compare your
rasa
Figure 3
*-j
C*
HOME
Application
Parts Templates
Last_First.acc02.Water: Database- F:\Access Chapter 2\Last_First_acc02_Water.acedb (Access 2007 - 2013 We format) Access
EXTERNAL DATA
CREATE
eho n
All Access Obje...

Start*..
Tables
111
Residents
Water Bills
Q uenes
A
S
ft
^ 3 Billing Errors
^3 Duplicate Entries
Residents Search
Reports
LSI
mm
Query
Design

Design Lists Tablet
ft
DATABASE TOOLS
Form
? -
Form Blank __
Design Form 0 More Forms-
Report Report Blank

Design Report
C3 Visual Basic
Residents Search *
Account Number
1116-831248
1117-541178
1118-435018
Clayboume
1118-697145
1121-769686
Toffiemire
Riviezzo
1124-735479
1126-637878
Rigo
Shimaoka
1131-679775
1134-281044
Spratt
Batdorf
Grav
1136-313101
1139-557255
1140-751401
1140-775403
1140-870810
1141-986534
Zip -
W ater M eter -
44567 N Piccadilly Ct
38595 N Wlnsett St
58384 N Snowberry Ct
93463
93464
A1187154
C8537370
93463
A9171558
21758 SRotanAv
93464
Street
SUvera
Evangeio
Sayles
Crespino
Natoli
Fron
Wal
Tome
Mike
Tom
Marjory
Bennett
Tracy
Allan
80139 N Fenny Ln
9916 W Avantl Or
A2896575
93463
93463
93464
B6612257
B8105749
Lovie
Ellamae
Joann
Vicente
Tommye
47180 N Sentosa Ln
72945 N Salmon Creek St
A7399152
93463 A6543134
93464 A2076661
93464 B7147581
93463 B8875409
93463 B8260680
93464 B2994642
Dong
45832 N Lochmoor Ln
93464
78302 N Peachleaf Ct
87969 N La Fontana Way

99950 W W ild Phlox Way
96601E Pine Meadows Or
28258 S woodhaven Or
9093 E Lake Hazel Rd
August
32*37 W Mcnealy St
93463
93464
C7010278
B5347806
Reita
Major
Amu If 0
93286 N Me Oermott Rd
93464
C2803537
64938 N Bronze Or
93464
10887 E Ivy St
C303267S
A6967871
Number of records
Jess
26009 W W entworth St
93464
93464
Tonya
77458 N Hullen Av
93463
returned by query
Tabitha
Verdell
63568 N Forrest St
98490 N Crimson Ln
93464
B8935969
93463
Pattie
51533 N Omaha PI
11270 N Penates Dr
1166 N inventory Or
93463
C6031063
A2074247
93463
93464
C5033333
B8172115
1144-976539
1157-945332
1159-649208
1171-5M 314
Renzi
Clock
Sarin
Clougherty
BfllfluS_
1189-607030
1194-384257
Bjomstrom
Marcheski
1195-130267
Gractano
1197-363290
Record. M j1 of 1X5
Jones
Rocco
Darci
Scotty
William
Staicri
27721 N Lawsonia PI
10. Leave the query open for the next skill.
Class Module
Macros & Code

5
In this manner, the Simple Query Wizard

quickly adds fields to a new query. When
the query is run, the results display in
Datasheet view. Here, all the records and
fields from the Residents table have been
selected and display.
<
4
Query results
in Datasheet view
C4847730
C5132193
93464 B2978959
Figure 4
Create Select Queries | Microsoft Access Chapter 2
467
SKILL 2: Add Text Criteria
[T ] ^ Q
2'2
Criteria are conditions in a query used to

select the records that answer the query's
question.
1. With the Residents Search query open in
Datasheet view, click the Home tab. In
the Views group, click the View button
to switch to Design view. Alternately,
in the lower right comer of the window,
click the Design View button ||]
Query Design view has two panes. The
query design workspace displays the
tables that the query will search. The query
design grid displays the fields the query
will display and the query settings that will
be applied to each field.
2. If the table name Residents does not
display under each field name in the

design grid, on the Design tab, in the
Show/Hide group, click Table Names
so that it is selected.
3. In the intersection of the LastName
column and Criteria rowthe LastName
column Criteria celltype the letter
h and then compare your screen with
Figure 2.
As you type in a criteria cell, IntelliSense
Quick Info, ToolTips, and AutoComplete
boxesdisplays guidelines for the feature
you are typing. AutoComplete is a menu
of commands that match the characters you
type. The Quick Info message explains
the purpose of the selected AutoComplete
command.
468
Figure 1
SKILL 2: Add Text Criteria

QUERYIOOIS
HOME
CREATE
EXTERNAL DATA
"EH Run! Select

(3-1 Make Append
+! Update
A Crosstab
rn Delete
! x' r Pass-Through
u"
Table
Last_First_acc02_Water: Database- F:\Access Chapter 2\Unt_First_accQ2_Water.accdb (Access 2007 - 201J file form
DESIGN
DATABASE TOOLS
Data Definition
4. In the LastName column Criteria cell,
Skill* for Success -
.
Show
Table
f*= Insert Rows

D___
}IXV Delete Rows
X Delete Column*
,5S Builder
5 Return: U
Query Type
Insert Columns
[^ 1
complete the entry hesse Press |Tab |, and

0 Property Sheet
Totals Parameters
]f Table Names
Query Setup
Criteria that contain text must be

surrounded by quotation marks. If you do
not type the quotation marks, they will be
automatically inserted before the query is
run.
j Residents Search
All Access Obje...

Storch-
Residents
Tables
H I Residents
V AccountNumbe
LastName
FirstName
Street
D Water Bills
^ 3 Billing Errors
J3 Duplicate Entrlel
5. On the Design tab, in the Results group,

click the Run button to display the three
records that result.
Jl Residents Search
Reports
Ifl
FieldTable:
Sort
Show:
Criteria
[Street]
R m fltn li.
[FirstName]
..KmfltQli
4-
[Zip]
Residents
Completed text criterion
In this manner, criteria filters the data.

Here, the query answers the question,
[WaterMeter]
Residents
a
Which residents have a last name of Hesse? By

default, criteria are not case sensitive. Here,
the criterion hesse matched the value Hesse.
w ith quotation marks
6. On the Home tab, in the Views group,

click the View button, to return to Design
view.
21232231
Figure 3

delete the quotation marks and text
"hesse".
| SI
w ry n w
ts
View
Last_First_acc02_Water: Database- F:\Access Chapter 2\Last_Fit_ecc02_Water.accdb (Access 2007 - 2013 file format) - Access
home
Paste
EXTERNAL DATA
create
<X> Cut
* i Ascending
BfeCopy
5 i Descending ^ 3 Advanced
Filter
* Format Painter
S> Remove Sort T Toggle Filter
StO
'Ch..
Tables
llol
New
5 1 1 otals
Save
Calibri* *
- * Go To *
Rod .
Cf Select
Spading
Refresh
_
X Delete * More Records
Sort & Fi
views________Clipboard_______r
All Access Obje...
T Selection *
Is for Success *
DATABASE TOOLS
Find
- 11
Text Formatting
Residents Search
AccountNumber -
ft
LastName -
FirstName -
Galagher
Alexis
Street
82653 N Apricot Ct
Apt -
Zip *
When you include the quotation marks

around criteria, the AutoComplete and
Quick Info messages do not display.
W ater M eter
93464 C7112526
HD Residents
3
Water Bills
Queries
^ 3 Billing Errors
jP
Duplicate Entnes
click the Run button, and then compare

Query results
in one record
33 Residents Search
Reports
8. In the WaterMeter column Criteria

cell, type the quotation marks and text
"C7112526"
The query answers the following question,
Who owns meter C7112526 and what is the

address?
10. If you are printing your work for this

project, print the datasheet in landscape
orientation.
11. Click Save H , and then Close [x] the
query.
I Record! M
1 of 1
Figure 4
Create Select Queries j Microsoft Access Chapter 2
469
SKILL 3: Add C alculated Fields to Tables | | ^ o " 3

A calculated field is a field in a table or
query that derives its values from other
fields in the table or query.
double-click Water Bills to open the
datasheet.
2. Click anywhere in the Usage column to
make it the active column.

3. Click the Fields tab, and then in the
Add & Delete group, click More Fields.
Near the bottom of the field list, point
to Calculated Field, and then in the
submenu that displays, click Currency.
tiT T T
* iJ l|
C* *
HOMt
EXTERNAL DATA
[ 1
EH, Date & Time
2 3 Resident)
7. Under Expression Elements, click

Water Bills, and then under Expression
Categories, double-click Usage.
! j Required
Format;
*]
Unique
^ In d e x e d
IQ .
[Rate] [Usage]
OK
Cancel
5 1311-355657
6 1352-901957
ie a
7 1432-9322101
8 1475-203
9 167
^ 3 Duplicate Entries
^ 3 Residents Search
Reports
AccountNumber
10 1707-6
11 1735-14153
!Z1 Duplicate Entries Report
12 1851-73183
13 1875-54427
14 1886-6
15 2084-837641|
16
17
18
19
2157-32313
2190-206791|
2262-122089
2275-705376
Expression
Elements
20 2597-823158
21 2611-259716
22 2627-892096
23 2701-761296
24
25
26
27
Expression
Categories
u is
0.23
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
2790-748496
2958-493278
2973-944928
2989-397476
0.23
0.23
31-Jan-13
31-Jan-13
1>. Unfettered Search
Expression
Values
----- ITT- P T T w r n ------- ------- 523. JO

34
ll-F eb -13
$7.82
S6.44
28
Ol-Feb-13
114
48
0.23
0.23
113
0.23
88
11-Mar-13
Ol-Feb-13
S26.22
$11.04
09-Feb-13
15-Feb-13
$25.99
$20.24
Figure 1
TABLE TOOLS
Q T 'T T ..................
HOME
CREATE
EXTERNAL DATA
Views
TMila
E J F *W S
Last_First_accG2_Water: Database- f:\Access Chapter 2VLast_First_acc02_Waterjeedb (Access 2007 2013 f...
TABLE
/ .
Data Type AutoNumber
rjg n
Modify Modify
Memo
Lookups E.pres*,n Setting
3 1246-344866
4 1294-137487
5 1311-355657
ft
Billing Date
Rate
31-Jan-13
31-Jn-13
31-jan-13
0.23
0.23
Usage
73
86
14
31-Jan-lB
31-Jan-13
0.23
0.23
0.23
72
74
6 1352-901957
31-Jan-13
0.23
44
Duplicate Entries
7 1432-932210
Residents Search
8 1475-203862
31-Jan-13
31-Jan-13
31-Jan-13
0.23
0.23
51
0.23
20
31-Jan-13
31-Jan-13
0.23
58
26
9 1673-467266
It
10 1707-662089
11 1735-141535
D iiiiu y n e iu v d iu t b
14 I 886-1
15 2084-
dprivprl from pxnrpssinn
16 2157-323134
31-Jan-13
17 2190-206791
31-Jan-13
31-Jan-13
23 2701-761296
24 2790-748496
25
26
27
1 of
86
37
20 2597-823158
21 2611-259716
22 2627-892096
Record N
0.23
12 185113 1875-:
18 2262-122089
19 2275-705376
Figure 2
-j
Formatting
&
Required
*3 Unique
indoed
Formatting
Billing Errors
Validation
Field validation
X
Account Number *
| 1157-945332
2 1209-154350
_Z1 water Bins
Reports
Format
Water Bills
Billing ID *
sf*
Skills for Success - ^
Properties
Z 3 Residents
Queries
FIELDS
0 Name & Caption

E l Default Value
Add & Delete
All Access Obje...
If l
DATABASE TOOLS
AB 1 2
^ 0a*&T,me ^
@ Ves/No
^
Delete
Text
Ed More Fields *
fc t/
^
View
The Billings colum n displays the result of

m ultiplying e a c h record's Rate b y its U sage.
Memo
Data Type Number
Pnlw"
InrminjUI
nf
fnk/mK
(Examples of expressions include [M dl] [fiefctt] and IM d l] < 5)
4 1294-137487
9. In the datasheet, with the text F ie ld l still

selected, type Billing Press [Tab |, and then
Modify
Expreiston Builder
^ 5 Billing Errors
then click OK.
470
Skill* for Success -
mS A-
Help
Continue to the next page to complete the skill >
FAAcren Chaplet
TABLE
Modify
H I Water ilk
6. Under Expression Values, double-click

the multiplication operatorthe asterisk
(*) to insert it into the expression.
FIELDS
H] Nam* & Caption
Expression:
[Rate] * [Usage]
Tables
under Expression Categories, double

click Rate to insert it into the expression.
5. Under Expression Elements click

Operators, and then under Expression
Categories, click Arithmetic.
L J
oBlti.. "!l 1
4. In the Expression Builder dialog box,
A n expression is a com bination of fields,

m athem atical operators, and pre-built
functions that calculates values in tables,
form s, queries, and reports. In expressions,
field n am es are enclosed betw een left and
right square brackets.
DATABASE TOOlS
Expression
Builder dialog box
All Access
02
L*st_Firit_*ee _Wetet:
TABtE TOOLS
CREATE
2958-493278
2973-944928
2989-397476
1427 H *
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-U
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
Search
Billing
S16.79
$19.78
$3.22
$16.56
$17.02
$10.12
*
72
39
28
64
70
60
112
0.23
88
34
28
114
48
113
17-Fb-13
06-Mar-13
04-Feb-13
07-Feb-13
08-M ar-13
Ol-Mar-13
$19.78
$11.73
19-Feb-13
21-Feb-13
$4.60
$13.34
10-Feb-13
$5.98
$8.51
$13.11
0.23
0.23
0.23
0.23
0.23
0.23
0.23
0.23
0.23
0.23
0.23
Paid Date *
$11.96
$16.56
$8.97
$6.44
S14.72
$16-10
$13.80
$25.76
$7.82
$6-44
$26.22
$11.04
$25.99
S20.24
02-M ar-13
Amount PaW CtkktoA dd -
$3.22
S16-56
$17.02
$ 10.12
$19.78
$11.73
$4.60
$13.34
Ol-Mar-13
$5.98
12-Mar-13
05-Feb-13
$8.51
$13.11
26-Feb-13
12-Feb-13
$11.96
06-Feb-13
05-Mar-13
13-Feb-13
16-Feb-13
27-Feb-13
07-Feb-13
ll-F e b -1 3
01-Feb-13
ll-M a r-1 3
01-Feb-13
09-Feb-13
15-Feb-13
$16.79
$19.78
$16.56
$8.97
$6.44
$14.72
$16.10
$13.80
$25.76
$7.82
$6.44
$26.22
$11.04
$25.99
S30M______________________
SKILL 3: Add C alculated Fields to Tables

B
*0 -
' |
H3
fl
E
iiJ
View
TABIE TOOlS
c*
HOME
CREATE
. .\
.
EXTERNAL DATA
&
DESIGN
m
1
----- 1
'-X Delete Row*
Primeiy Builder Test Validation

Key
Rule*
Views
DATABASE TOOLS
La*t_Firat_acc02_Water: Database-F:\AccessChapter2VLMt_First_acc02_Water.accdb (Acce** 2007 - 2013 file forma...
* ! f
lr
Tables
3
Residents
~ 3 Water B>Hs
Queries
Billing Error*
Duplicate Entries
RM'dents Search
AutoNumber
Short Text
Date/Tim*
Number
Number
Oats of billing cycle

per 100 gallons
In 100 gallon Increments
Calculated
Date/Time
Currency
Calculated
field data type
Calculated
10. Click Save [SJ. On the Home tab, in the

Views group, click View to switch to
Design view.
11. In the Field Name column, click in
the first empty cell, and then type
AmountDue In the same row, display
and click the Data Type arrow, and then
click Calculated to open the Expression
Builder.
Description (Optional)
BillinglD
AccountNumber
BillingOate
Rate
Usage
Billing
PaidOate
AmountPaid
AmountDue
Reports
tfl
Object
Dependeneie*
Relationships
Field, Record & Table Events
All Access Obje... j|a

Seorth-
Relationships
Modify Lookup*
Tool*
12. In the Expression Builder, repeat

the technique just practiced or type
the following expression: [Billing] [AmountPaid] and then click OK.
13. With the AmountDue field still active, in
the Field Properties pane, click Result
Type, click the Result Type arrow, and
then click Currency.
The label tor the field when used on a w

you don t enter a caption, the field nam
used as the label. Press F1 for help 01
captions.
A calculated field can be assigned any of

the data types other fields are assigned.
Here, the Currency data type is the most
appropriate data type.
Figure 3
Last_Fir*t_acc02_Water: Database- FAAccess Chapter 2\Last_Fir*twaccQ2_Wate>.accdb (Access 2007 - 2013 f...

EXTERNAL DATA
i Ascending
T
Vk.
,
S,Cm
Views
Filter
f t Format Painter
Clipboard
Sorc*_
Ic 9 g k f ih i
Sort & Filter
la w
I1
Water Bills
Queries
Billing Errors
if l
0 ; : :
Refresh
AH - X Delete
it
Spelling
Find
(H3More *
Records
tic Replace
Calibn
- Go To*
tt Select -
A -*
S i-
&
Rate *
31-Jan-13
31-Jan-13
0.23
0.23
31-Jan-13
31-Jan-13
0.23
0.23
5 1311-355657
31-Jan-13
6 1352-901957
1432-932210
1475-203862
1673-467266
1707-662089
13 1875-544271
14 1886-629399
15 2084-837641
Record; M
Billing Date
3 1246-344866
4 1294-137487
11 1735-141535
12 1851-731832
14. In the Field Properties pane, click in the

Caption cell, and then type Amount Due
r.
Tert Formatting
Find
** -
|r T :=
&
1 5 .
AccountNumber -
1 1157-945332
2 1209-154350
7
8
9
10
Duplicate Entries
jp Resident! Search
Reports
ater Bill* ,
BillinglD
Z3 Residents
*3
Advanced -
; / Remove Sort T
rj
All Access Obje...
Totals
Y ' Selection -
i i Descending
Skill* for Success
DATABASE TOOLS
usage *
Billing
Amount Paid -
Amount Due $0.00

$0.00
73
86
14
S16.79
$19.78
17-Feb-13
06-Mar-13
$16.79
$19.78
S3.22
S3.22
0.23
72
74
Si 6.56
$17.02
04-Feb-13
07-Feb-13
31-Jan-13
31-Jan-13
31-Jan-13
0.23
44
31-Jan-l 3
31-Jan-13
31-Jan-13
31-Jan-13
0.23
0.23
0.23
$10.12
$19.78
$11.73
$4.60
$13.34
31-Jan-13
0.23
0.23
0.23
0.23
0.23
31-Jan-13
31-Jan-13
0.23
86
51
20
58
26
37
$5.98
$8.51
57
$13.11
52
72
$11.96
$16.56
16 2157-323134
31-Jan-13
0.23
39
$8.97
17 2190-206791
31-Jan-13
31-Jan-13
0.23
18 2262-122089
0.23
28
64
$14.72
19 2275-705376
31-Jan-13
0.23
70
$16.10
S6.44
20 2597-823158
31-Jn-13
0.23
60
$13.80
21 2611-259716
22 2627-892096
31-Jan-13
0.23
0.23
112
34
$25.76
31-Jan-13
23 2701-761296
31-Jan-13
0.23
24 2790-748496
25 2958-493278
31-Jan-13
31-Jan-13
31-Jan-13
0.23
28
114
26 2973-944928
27 2989-397476
1 of 1427 M
Paid Date -
31-Jan-13
Search
0.23
0.23
0.23
$7.82
$6.44
48
$26.22
$11.04
113
88
$25.99
$20.24
08-Mar-13
Ol-Mar-13
19-Feb-13
21-Feb-13
10-Feb-13
02-Mar-13
Ol-Mar-13
12-Mar-13
05-Feb-13
26-Feb-13
12-Feb-13
$16.56
$17.02
$0.00
$0.00
$0.00
$10.12
$19.78
$11.73
$4.60
$13.34
$5.98
$8.51
$0.00
$0.00
$0.00
$0.00
$13.11
$11.96
$16.56
S0.00
S0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
expression
$8.97
$6.44
13-Feb-13
16-Feb-13
$14.72
$16.10
27- Feb-13
07-Feb-l3
ll-F eb -13
$13.80
$0.00
$0.00
$25.76
$0.00
S6.44
$0.00
11-Mar-13
$26.22
$11.04
$0.00
15-Feb-13
Click Save [Bj, and then switch to

Datasheet view. Set the Amount Due
column width to Best Fit, and then
It is best practice to exclude spaces from
field names. Labels, however, can display
spaces. Here, the Amount Due caption
displays at the top of the last column
instead of the field nameAmountDue.
16. Click Save [B], and then Close [x] the

table.
50.00
Ol-Feb-13
Ol-Feb-13
09-Feb-13
Amount
Due
values
derived
from
06-Feb-13
05-M ar-13
$7.82
ICktOA
$25.99
$0.00
$0.00
$20.24
$0.00
Figure 4
471
SKILL 4: Create Queries in Design View
| |
To create a query in Design view, you first

add the tables you will need to the query
design workspace. You then add the fields
you want to use to the design grid.
Queries group, click the Query Design
button.
2. In the Show Table dialog box, double
click Residents to add the table to the
query design workspace. Alternately,
select the table in the dialog box, and
then click the Add button.
add the Water Bills table. Compare your
Tables can be added to the query design
workspace using the Show Table dialog box
or by dragging them from the Navigation
Pane.
Figure 1
4. Close the Show Table dialog box, and

QUERY TOOLS
This query needs to answer these questions:
What are the names of the customers that have

an overdue balance, what are those balances,
andfrom what time periods? To answer
these questions, fields from two tables are
needed.
When a query selects fields from multiple
tables, the tables need to be related. By
default, queries follow the relationship
rules defined in the Relationships tab. Here,
the two tables are joined in a one-to-many
relationship using AccountNumber as the
common field. A resident can have many
water billing cycles.
HOME
DATABASE TOOlS
k !9 Pass-Through

p
Tables
3
Residents
ID
Water Bills
Queries
Silling Errors
Duplicate Entries
jP
Residents Search
last_First_acc02_Water Database- F-.YAccess Chapter ALast_First_acc02_Water.accdb (Access 2007 - 2013 file form...
Skills for Success
DESIGN
Insert Rows
GD Union
Data Definition
Results_____________________
Figure 2
EXTERNAL DATA
rP m +! A E
472
CREATE
Show
Table
How
*x Delete Hows
Builder
Query Type
fP Query 1
X Delete Columns
Columns
x
_
,------J Return: All
Query Setup
Residents
Water Bills
ft
t Insert Columns
AccountNumbe
LastName
FirstName
Street
-pt
V BillinglD
AccountNumbe
BHItngOate
Rate
One-to-many
relationship
.. d
'V '
["S.
Totals Parameters
[u] Property Sheet

^ Table Names
SKILL 4: Create Queries in Design View

0
*3 '
C*
HOME
R T^j
View
*
Run
QUERYTOOlS
CREATE
H T H i'-PpJ
EXTERNAL DATA
+ 1
/ I
DATABASE TOOLS
B t I|
Union
&
f*= Insert Rows
SgH
*
*
*
" 4# Pass-Through
Select Make Append Update Crosstab Delete
.
Table
K.Data Definition
- ^ le
S" Insert Columns
- X Delete Ron
Show
i-S Builder
[p .
X Delete Column.
[H] Property Sheet
^
g'T able Names
T-*Parameters
- - D *
Totals
Return: All
Query Type
Results____________________
Show/Hide
Query Setup
Query) \
All Access Obje...

Staren-
La*t_First_acc02_Water: Database- F:\Acceu Chapter 2\Last_First_acc02_Water.aeedb (Access 2007 - 2013 file form...
DESIGN
Tables
ft
"HI Residents
6 . Repeat the technique just practiced to
!H1 Water Bills

Queries
5. In the query design workspace, in

the Residents table, double-click the
AccountNumber field to add it to
the first column of the design grid.
Alternately, drag the field into the first
column Field cell.
it
3 ] Billing Errors
add the LastName and FirstName fields

to the second and third column of the
design grid.
Duplicate Entries
^3
Residents Search
Duplicate Entnes Report
Field- AccountNumbe
Table. Residents
Sort
Show-
!LastName
FirstName
Residents
iResidents
or
BillingDate
Water Bills
Billing
Water Bill
;water Bills
8 Click Save [BJ. In the Save As dialog box,
type
Fields from
Water Bills table
Residents table |_
SSI
Figure 3
Wa~------- -----HOME
CREATE
fjJaj Copy
View
Paste
views
& Format Painter

Olpboard
r.
All Access Obje...

StsrcrtTables
P
ft
H I Residents
H I Water Bins
Queries
^
Billing Error*
Duplicate Entnes
-?] late BilUngs

^
Residents Search
Last_First_accQ2_Water: Database- F:\Access Chapter 2\last_First_aec02_Water.aecdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
Filter
T - Selection -
U Descending
Advanced -
If for Success *
[T X
New
^ ~ t i j Save
5 [ ToUls
C? Spelling
Remove Sort 'Y Toggle Filter
____________ Sort & Filter
M *-G*o*T o-
Find
,
fe Select*
K *s r
^
o r
- f
n iftim
Claybourne
Mike
30-Apr-13
$29.44
U1S-43501S
1118-435018
Claybourne
Claybourne
Mike
Mike
31-May-13
30-Jun-13
$34.00
$14.50
Claybourne
Claybourne
Mike
Mike
31-Jul-13
31-Aug-13
Claybourne
Claybourne
Mike
Mike
Mike
30-Sep-13
31-Oct-13
30-NOV-13
31-Dec-13
31-jan-14
28-Feb-14
1118-435018
1118-435018
1118-435018
1118-435018
1118-435018
1118-435018
1118-435018
1118-435018
Claybourne
Claybourne
Claybourne
Mike
Mike
Mike
$9.00
$0.00
$20.79
$0.00
$0.00
Claybourne
Claybourne
Mike
1118-435018
1118-435018
1118-435018
Claybourne
Claybourne
Mike
Mike
31-Mar-14
30-Apr-14
$2.40
$13.50
SO. 30
31-May-14
$46.20
Claybourne
S9.45
Spratt
Mike
Allan
30-Jun-14
1131-675775
30-Nov-13
$24.00
1131-679775
Spratt
Allan
31-Dec-13
31-Jan-14
Allan
28-Feb-14
$16.08
so.oo
$0.00
1131-679775
Spratt
Allan
31-Mar-14
$23.25
$0.00
1131-679775
1131-679775
Spratt
Allan
30-Apr-14
S12.30
Spratt
Allan
1131-679775
Spratt
Allan
$11.22
$60.90
1140-775403
Natoll
Natoil
Tommye
31-May-14
30-Jun-14
31-Mar-14
$0.75
$0.00
Tommye
Tommye
30- Apr-14
31-May-14
$5.10
$23.76
$0.00
Tommye
30-Jun-14
S64.05
$0.00
Natoll
Natoli
Multiple
billing cycles
for Mike Claybourne
$0.00
$0.00
Spratt
1140-775403
Before adding criteria, it is a good idea to

run the query to verify that it displays the
fields you need. Here, you can see each
billing cycle sorted by customer.
$0.00
1131-679775
1140-775403
1140-775403
$16.10
S8.97
On the Design tab, in the Results group,

click Rim. Compare your screen with
Figure 4.
$0.00
$0.00
$0.00
1131-679775
Spratt
Allan
S0.00
SO.00
so.oo
$0.00
Billings and then press |Enter],
10. On the status bar, click the Design View

button ELand then leave the query open
for the next skill.
$0.00
$0.00
$0.00
$20.79
S11.07
$40.25
$8.00
S7.59
$12.65
L a te
A Ttrt Formatting
Find
HJ3 late Billings \
111B-435018
ft
DATABASE TOOLS
z i Ascending
Figure 3.
A i
Fields from
nm
7. Scroll down the Water Bills table list

as needed and add the following fields
in this order: BillingDate, Billing, and
AmountDue. Compare your screen with
$0.00
$0.00
$0.00
$0.00
Figure 4
473
SKILL 5: Add Com parison Operators

In query criteria, numbers are typically
combined with comparison operators
operators that compare two values
including operators such as > (greater
than) and < (less than).
| |
*>
QUERY TOOlS
<*
HOME
CREATE
2. In the Billing column Criteria cell, type

>80 Compare your screen with Figure 1.
click the Run button to display the 15
records that answer the question, Which
DATABASE TOOLS
Table
_____________
All Access Obje...
Searefi3
Residents
Water BiHs
Queries
QM
HliW
Ip H
Data Definition
When a value is to match exactly, simply

type the value. The equals (=) operator
is not needed. The commonly used
comparison operators are summarized in
the table in Figure 2.
474
Totals Parameters
Table Names
Return: jAll
Query Setup
3 ^ late Billings
HP Residents Search
Reports
LSI
Field.
Table:
Sort
LastName
Residents
FirstName
Residents
BillingDate
Water Bills
Billing
Water Bills
AmountDue
Water 8llls
t
Numeric criteria with
comparison operator (>80)
F ig u re 1
Common Comparison Operators

1 Operator
Purpose
Is tru e w hen th e field's value is equal to th e specified value
<>
Is tru e w hen the field's value does not equal th e specified value
<
Is true w hen the field's value is less than th e specified value
<=
Is true w hen the field's value is less than or equal to the specified value
>
Is true when the field's value is greater than the specified value
>=
Is tru e w hen the field's value is greater than or equal to the specified value
F ig u re 2
X Delete Columns
Builder
j ] late Billing*
to return to Design view.
zero?
Delete Rows
5. In the Billing column Criteria cell, delete

the criterion.
7. Switch to Design view. In the Amount

Due column Criteria cell, replace
the criteria with 0 Run the query to
display the 1314 records that answer the
question, Which billings have a balance o f
Table
|[H] Property Sheet
I" Insert Columns
Duplicate Entries
4. On the Home tab, click the View button
balance?

|= Insert Rows
Billing Erron
jf l
billings are larger than 80?
6. In the Amount Due column Criteria

cell, type <0 and then Run the query to
display the 12 records that answer the
question: Which customers have a negative
Last_Firet_acc02_Water: Database- FAAxcess Chapter 2\Lait_Firet_acc02_Water.accdb (Access 2007 - 2013 file form...
DESIGN
hView Run! m
m + ! ! n
Tables
1. If necessary, open the Late Billings query

in Design view.
EXTERNAL DATA
>-
SKILL 5: Add Comparison Operators

m m
HOME
View
Paste
Last_Firct_acc02_Water: Database- F:\Access Chapter 2\Last_First_acc02_Watef.accdb (Access 2007 - 2013 file format) - Access
CREATE
EXTERNAL DATA
X. Cut
* i Ascending
B^Copy
Fitter
& Form*! Painter
Descending
\j
*
Residents
Water Bills
Queries
Am ountDue -
31-J*n-13
$16.79
Leo
$19.78
$3.22
$0.00
$0.00
Flaig
31-Jan-13
31-Jan-13
Glazier
Reba
Keen*
31-Jan-13
$16.56
31-Jan-13
31-Jan-13
$17.02
$10.12
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
S19.78
$11.73
Bamas
Schmand
Ailoway
Oeford
Callander
1707-662089
1735-141535
1851-731832
1875-544271
Hartzfeld
Kristin
Zappavlgna
1886-629399
2084-837641
Emberley
2157-323134
Steketee
Oshell
Eder
Soderstrom
2190-206791
2262-122089
2275-705376
_Q L
-2537-S231M
Number of
records returned
i
2958-493278 I
2973-944928 I
2989-397476 Y
I Record m
1 of 1326
FirstName
Christel
Branden
Ed
Dorris
Cleveland
Emanuel
India
Bobby
Teddy
Avery
Despina
Regine
violeta
JC
Gerry
Shin
Tammera
Shayne
Crystle
Gaudreau
Mansir
Delisa
Kira
Presnall
Jacinto
Search
Billing Date -
Billing
31-Jan-13
$5.98
$8.51
$13.11
$11.96
$0.00
$0.00
$0.00
S16.56
S8.97
$6.44
$0.00
$14.72
$16.10
31-Jan-13
$13.80
31-Jan-13
31-Jan-13
$25.76
$7.82
$6.44
Due column Criteria cell, replace the

criteria with >0 Run the query, and then
scroll down the datasheet to view the last
records in the results similar to Figure 4.
SO.OO
$0.00
$0.00
$0.00
The query answers the question, Which

billings have a balance due?An additional
criterion is needed to return only those
records for which the amount due is late.
so.oo
so.oo
so.oo
so.oo
so.oo
$25.99
$20.24
Figure 3
ffi
HOME
CREATE
EXTERNAL DATA
<&Cut
i,!- ' life Copy
r f
- Format Painter

JfarcftTables
Residents
ZD Water B*s
Queries
"5
Billing Errors
Duplicate Entries
3 3 1ute Billings
HJ3 Residents Search
Reports
Ifl
DATABASE TOOLS
z l Ascending
Views_________CHpBoard_______ r
13
10 . Click Save [H| and leave the query open
for the next skill.
Last_Fiut_acc02_Water: Database- F:\Accesj Chapter 2\lajt_Fir5t_acc02_Water.ai:cdb (Access 2007 - 2013 file format) - Access
Switch to Design view. In the Amount

Due column Criteria cell, replace the
criteria with <=0 Run the query, and then
9. Switch to Design view. In the Amount
so.oo
so. 00
$0.00
$26.22
$11.04
31-Jan-13
31-Jan-13
31-Jan-13
8 .
The query returns records for which the

amount due is zero and the records for
which the amount due is negative. In this
manner, the <= operator returns records
that are equal to or less than the number
following the criterion.
SO.OO
$0.00
$0.00
$0.00
$0.00
So.oo
so.oo
so.oo
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
31-Jan-13
$0.00
$4.60
$13.34
31-Jan-13
31-Jan-13
lent Formatting
Dannie
1432-932210
&
Find
Rett*
1475-203862
1673-467266
&
Cal.br,
Select
Records
Shines
Flnkel
GoTo*
1209-154350
ute Billings
LU
LastName
Duplicate Entries
Reports
' i f Save
* Spelling
Refresh
X Delete * 1^3 More -
A)).
Sarin
Thompson
1352-901957
^ 3 Residents Search
51 Totals
AccountNumber
1311-355657
"Tp Billing EffOU
33
[Tb. ea New
Âdvanced-
1246-344866
1284-137487
Sort & Filter
All Access Obje...

Tables
T Selection *
iS Remove Sort T Toggle Filter
viewi_________Clipboard
Search-
DATABASE TOOlS
Filter
ai
Descending
rt
New
Advanced -
aSSave
Find
* Remove Son 'T* Toggle Filter
- G0 T0 -
A - ^ i I *
t j Select-
Text Formatting
Sort & Filter

1 j|3 Late Billings
Account Number - Last Name
3647-623411
Haran
3663-670946
Palease
Mossberg
3704-722263
3709-540173
ft
T< Selection -
3720-955586
3724-908667
3742-347513
3794-907351
3855-923244
3858-903451
3921-198075
3991-222725
4018-285017
4030-667882
4060-488954
4068-871454
4197-560944
4244-541805
First Name
Antonio
Conrad
Christa
31-Jul-14
31-Jul-14
Billing
S73.34
$62.32
A m ountDue $73.34
$62.32
S84.36
Schumaker
Gober
Danial
Ricky
31-JUI-14
31-Jul-14
31-Jul-14
Fehrie
Cane
Eleanora
Arcelia
Ryann
31-JUI-14
31-JUI-14
Bl-Jul-14
Neuenfeldt
Revelo
Ambrose
Charley
31-JUI-14
31-JUI-14
Klaas
Gravlln
Tobias
Melynda
Latino
Sparlin
Frankie
Stacee
31-JUH4
31-Jul-14
31-Jul-14
31-JUI-14
Rampersad
Clarisa
Mariana
31-JUI-14
$58.90
$68.40
$83.60
S80.94
31-Jul-1A
S93.48
n -J u i-i4
31-Jul-14
$26.60
$3.80
$380
31-JUI-14
31-Jul-14
$71.06
$71-06
S72.20
$7.98
$31.54
$72-20
Ogando
Venegas
Parthemer
Stevinson
Jake
Undsey
4307-394731
Stabb
Samuel
4345-308083
Cherry
4367-618513
Middents
Butzer
Emmett
Uzzette
4420-209636
BillingDate -
Pei
31-JUI-14
31-JUI-14
$84.36
$81.32
$9.88
$11.78
$49.78
$75.62
$59.28
S89.68
$47.12
$81.32
$9.88
$11.78
S49.78
$75.62
$59-28
$89.68
S47.12
$58.90
$68.40
Unpaid bills for

current month (7/31/14)
$83.60
S80.94
S93.48
S26.60
$7.98
$31.54
98 records returned
Figure 4
Create Select Queries ) Microsoft Access Chapter 2
475
SKILL 6: Add Date and Time Criteria
| |
In Access, dates and times are stored as

numbers. The underlying numbers display
as dates in database objects. For example,
the number 37979 displays as 12/24/2003
if the Short Date format is assigned to the
Date/Time field.
When you add criteria to more than one
query column, both criteria must be true if
the record is to be included in the results.
1. With the Late Billings query open in
Design view, click in the BillingDate
column Criteria cell, and then type
< 7 /1 /2 0 1 4 Press H^bl, and then compare
Because all dates are stored as serial
numbers, you can include arithmetic and
comparison operators in your criteria.
When dates are used as query criteria, they
are enclosed in number signs (#). If you
do not include them, they will be inserted
when the query is run.

click the Run button, and then compare
This query answers the question, Which
billings before July 1,2014 still have a balance
due? In this manner, both the billing date
and amount due comparisons must be true
for the record to be included in the query
results.
Figure 1
BTh -
HOME
Paste
-------------
OfeCopy
_____________ Clipboard_______ fi
All Access Obje...

Tables
3
fi
ft
Residents
"D water Bills

Queries
ft
^ 5 Billing Erron
jp
Duplicate entries
jp
lat* Billings
53
Residents Search
Reports
Ul
Duplicate entries Report
21 Ascending
Selection -
S i Descending
^ 3 Advanced -
New
fe iz
* otals
?ac Replace
Find
Calibri
AccountNumber
2J7T
- * Go To*
5"
fe Select-
A -
Tent Formatting
LastName FirstName * 'B illin gD a te Thompson
2190-206791
3733-169370
Oshell
Latourrette
Dannie
Regme
30-Apr-13
30-Apr-13
Cherryl
3742-347513
3733-169378
Ogando
Latourrette
Arcelia
Cherryl
1118-435018
3858-903451
Claybourne
Mike
Revelo
All dates are
before July 1,2014
2275-705376
3663-670946
476
||
5 Spelling
Refresh
AH. A Delete ' E l More
LleBllttng*
1311-355657
Figure 2
Toggle Ft*e
Cherry
Wurth
Holliman
Flnkel
Shines
Soderstrom
Paleaae
&
Skills for Success * H
Sort & Filter

IS
4345-308083
2432-538029
1912-855441
1352-901957
DATABASE TOOLS
Remove Sort
y Format Painter
SWrt_
Last_First.ace02_Water: Database- F:\Access Chapter 2\Last_First_acc02_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
CREATE
Billing
AmountDue >
30-Apr-13
S24.15
S5.29
S31.74
$24.15
S5.29
$21.74
30-Jun-13
31-JUI-13
31-Aug-13
S24.75
$40.50
S20.79
$24.75
$0.45
$20.79
Charley
31-Aug-13
31-Aug-13
S14.31
S14.31
Percy
30-Sep-13
$59.67
$19.67
S18.50
31-00-13
S43.50
Emmett
Blair
31-Oct-13
30-NOV-13
$45.75
$8.00
$45.75
$8.00
Marco
Christel
Ke*na
31-Dec-13
28-Feb-14
31-Mar-14
30-Jun-14
30-Jun-14
$17.02
$6.48
$18.75
S16.80
$4.90
Si 7.02
S6.48
$18.75
S16.80
$4.90
Nathaniel
JC
Conrad
e3 -
SKILL 6: Add Date and Time Criteria

c*
QUERYTOOlS
HOME
EXTERNAL DATA
DATABASE TOOLS
Run
Results
All Access Obje... @ <

Search3
sX Delete Rows
Data Definition
Builder
ft
*] Billing Efron
Duplicate Entries
late Billings
UI UInsert Columns
V '
/
[u] Property Sheet
4Lf?1
7]
f t* Table Names
Totals Parameters
j* Delete Columns
J Return: (aU
Water Bills
3 AccountNumbe
LastName
FirstName
Street
EJ water Bills
S*
Query Setup
ft
Residents
Queries
31 Late Billings
Tables
= Insert Rows
U @ Pass-Through m

Table
Query Type
OD Union
! EM +! A. B
View
Last_Flrst_acc02_Water: Database- F:\Access Chapter 2\Last_First_acc02_Water.accdb (Access 2007 - 2013 file form...
DESIGN
V BillinglD
AccountNumbe
BillingDate
Rate
4. Switch to Design view. In the BillingDate
column Criteria cell, replace the existing

criterion with Between 4 /1 /2 0 1 4 And
6/30/2014
*BL
Residents Search
Reports
3. Switch to Design view. In the

BillingDate column Criteria cell, replace
the criteria with > = 4/1/2014 Run the
query to display the 81 billing cycles with
balances due that occurred on or after
April 1,2014.
ft
5. Click an empty cell, and then with the

pointer, increase the width of the
BillingDate column to display all its
criteria, and then compare your screen
with Figure 3.
mField:
Table:
Sort
Show:
Criteria:
Between 4/i/2014 And 6/S0/2014*
Between... And
operator and tw o dates
Figure 3
u --------------- -- ---------------
HOME
View
CREATE
life Copy
Paste
PFormat Painter
T
Filter
All Access Obje...

Tables
sS Residents
DATABASE TOOLS
zi Ascending
T Selection*
?l Descending
1
* 3 Advanced
Clipboard
Search*
? -
Last_First_accQ2_Water: Database- F:\Access Chapter 2\Last_Firjt_acc02_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
Rtmo-.r Soit
Toggle Filter
H) -N
ff^
a
^ New
Totals
?ac Replace
a S
^ Spelling
-> Go To*
^ 1.
X Delete -
Sort & Filter
AccountNumber 3663-670946
More *
FirstName
JC
Conrad
BillingDate
30-Jun-14
30-Jun-l4
Billing
A m ountDue *
$16.80
$16.80
$4.90
$4.90
Overdue bills between

4/1/2014 and 6/30/2014
S3 Water Bills
Queries
g 3 Billing Errors
^ 3 late Billings
Residents Search
19
The query answers the question, Which

billings from the second quarter of 2014 have a
balance due?
7. Click Save [S]. If you are printing this

project, print the datasheet in Landscape
view. Close [x ] the query
3 3 Duplicate Entries
When you widen a query column in the

design grid, the column will return to its
original width when the query is closed.
6. Run the query, and then compare your

=:
Tent Formatting
---------------------------------------------LastName
Calibri
L> Select
Records
Soderstrom
Paleaae
Skills for Success
The Between...And operator is a

comparison operator that finds all numbers
or dates between and including two values.
Here, the billing cycle must be between
April 1 and June 30,2014, to display in the
query.
I Record: H
1 of 2
Figure 4
Create Select Queries J Microsoft Access Chapter 2
477
SKILL 7: Group and Total Queries
| l OiSo'7
The Total row is added to queries

when you need summ ary statistics
calculations for groups of data such as
totals, averages, or counts.
*3
c*
HOME
QUERY TOOLS
CREATE
AE
EXTERNAL DATA
+!
DESIGN
GO Union
X Delete Rows
Data Definition
Table
1 Insert Columns
jfc' Delete Columns
S*ercn-
3. In the Water Bills list of fields, double

click BillingDate to add the field to the
second column. Click the BillingDate
column Total cell to display its arrow.
Click the cell's Total arrow, and then
from the menu, click Count.
The Count operator calculates the number
of records in each group. Here, the
number of billings for each month will be
calculated.
add the Usage field to the third column,
and then change its Total cell value to
Avg. Compare your screen with Figure 2.
uD Residents
Billing Error*
3 3 Duplicate Entile*
J p late Billings
Residents Search
Oupiicate Entnes Report
Field diimn.tu;
Table: Water Bills
Total: Group By
Sort:
Show:
Criteria:
or
..
Group By selected in
Total row BillingDate cell
Figure 1
I a
*5
HOME
DATABASE TOOLS
EXTERNAL DATA
Table
Last_First_acc02_Water: Database- FAAccess Chapter 2lvLast_First_acc02_Water.accdb (Access 2007 - 2013 file form...
DESIGN
Table
f= Insert Rows
T * Insert Columns
_ \ Builder
gB Return: (aU____
X Delete Columns
Query Setup
Result*___________________________ Query Type

j P Queryt
Tables
H I Residents
3
AccountNumbe
BillingDate
Rate
Usage
Water Bills
Queries
^p Billing Error*
Duplicate Entries
5 3 Lte Billing*
jP
Residents Search
Reports
Id
____________________
BillingDate
set to Group By
Field: BillingDate
Table: Water Bills
Total: Group By
Sort:
sShow ~
Data Definition
All Access Obje.. <
BillingDate
set to Count
BillingDate
Water Bills
Count
Usage set to
Avg (Average)
Figure 2
QUERY TOOLS
CREATE
m
! Select
r-n Make
m Append
*i Update
/ ! Crosstab
m Delete
u sru .
View Run
AccountNumbe:
BillingDate
Rate
Utag*
~H Water BIU>
The Avg operator calculates the average of

the values in each group.
478
Totals enabled
Queries
2. On the Design tab, in the Show/Hide

group, click Totals. Add BillingDate to
the first column, and then compare your
The Total row is used to determine
how queries should be grouped and
summarized. By default, each column is
set to Group By. The Group By operator
designates which query column contains
the group of values to summarize as a
single record, one for each set. Here, totals
will be calculated for each month.
Tables
33
All Access Obje... |
1. On the Create tab, in the Queries group,

click the Query Design button. In the
Show Table dialog box, add the Water
Bills table, and then Close the dialog
box.
J} Return: .All
Builder
Table
Skill* for Succen - |T ^
|= Insert Rows
Pass-Through
Append Update
Last_Fir*t_eccQ2_Water: Database- FAAccess Chapter 2\Lest_Fint_accC2_Water.accdb (Acces* 2007 201J file form..,
DATABASE TOOLS
Totals Parameters
0 Property Sheet
r ! Table Names
SKILL 7: Group and Total Queries

-
HOME
m !
QUERYTOOlS
EXTERNAL DATA
CREATE
DATABASE TOOLS
(fD i ! +! A B
last_First_acc02_Water: Database- FAAccess Chapter 2\Last_First_acc02_Water.accdb (Access 2007 - 2013 file form...
DESIGN
I Insert Rows
f * Insert Columns
_______________________
;_____~
X Delete
Rotn
x Delete Columns
^ Pass-Through
.. ^
Data Definition
Show
Table
I?
-N Builder
V 1
HS[H] Pioperty Sheet
H i]
H r
Table Names
Totals Paiameteis
ri R'*1
Query Setup
All Access Obje...

Store*-
ft
US Residents
3
Usage
Billing
PaidDate
AmountPaid
AmountDue
Water Bills
Queries
H}3 Billing Erron

"5
The Sum operator calculates the total of the

values in each group.
Query t \
f>
Tables
5. Add the Billing and AmountDue fields,

and set their Total cells to Sum. Compare
6. Save the query with the name Statistics

and then Run the query to display the
statistics for each month.
Duplicate Entries
late Billings
Pound signs in a numeric field indicate

that the values are too wide for the column.
Here, some of the averages have too many
decimals for the number to display in the
given column width.
3 ^ Residents Search
Reports
Id
ft
Billing and
AmountDue set to Sum
Field: BillingDate
Table: Watei Bills
Total Group By
Soit:
Show.
Criteria:
BillingDate
Water Bills
Count
Billing
Watei Bills
Sum
AmountDue
Water Bills
33B
7. Switch to Design view. Click in the

Usage column to make it active, and then
on the Design tab, in the Show/Hide
group, click Property Sheet.
l3
339
Figure 3
Last_Fiist_acc02_Wateir*
| 4 > h
EXTERNAL DATA
Ascending
& Cut
_ row C0PV
& formal Paintei
Views
Clipboard______
Tables
3
Residents
Watei Bills
Queries
P
it
ft
Billing E11011
;J3 Duplicate Entries
3 ] Late Billings
Residents Search
r f l Statistics
Reports
h3
T f Selection
S i Descending
> Remove Soil T Toggle Filter
E J More>
BillingDate *
Skills foi Success fiic Replace
1Calibri
I"
+ Go To*
Âdvancedl
* Select *
-Is
9. Repeat the technique just practiced

to change the caption of the second
BillingDate to Billing Count Change the
Billing caption to Total Billing and the
AmountDue caption to Total Due
I* -
Find
Soit & Filtei
All Access Obje...

Seoren-
Filter
_acc02_Water.accdb (Access 2007 - 2013 file format) - Access
Captions display in
column headings
DATABASE TOOLS
Billing Count -
Average Usage -
Total Billing
Total Due -
$778.09
($18.27)
$0.00
31-Jan-13 0
28-Feb-13
31-Mar-13
5
5
6
67.7
68.4
30-Apr-13
76.9
89.4
SI,541.50
113.0
126.7
S2.006.00
$2,312.25
78.8
S865.72
SI,069.96
$1,149.54
31-May-13
30-Jun-13
6
7
31-Jul-13
31-Aug-13
30-Sep-13
31-Oct-13
7,
7
&
8
126.7
128.1
112.7
30-NOV-13
31-DSC-13
31-Jan-M
S.
8:
&
83.9
61.3
46.8
$2,702.43
$2,743.20
$2,279.00
SI, 761.00
SI, 170.24
$903.67
28-Feb-lA
31-Mar-14
8:
8:
37.8
$753.60
30-Apr-14
8!
($1-00)
S51.1S
50.00
524.75
$0.45
S87.21
$55.58
$73.00
10. Close [x] the property sheet. Run the

query, set the column widths to Best
Monthly statistics
$8.00
Figure 4.
$17.02
50.00
$2.94
50.1
$1,039.75
518.75
$1,312.22
Si,993.20
($17.08)
31-May-14
8:
53.3
73.7
30-Jun-14
31-JUI-14
81
S(
94.4
$2,643.90
$6.30
138.1
$4,199.38
$4,199.38
8. In the property sheet, click Format, click

the Format arrow that displays, and
then click Fixed. Display and click the
Decimal Places arrow, and then click 1.
Click in the Caption cell, and then type
Average Usage
The captions that were set previously in

the property sheet display in the datasheet
header row.
($32.01)
11 . Save [Bj the query. If you are printing
this project, print the datasheet in

Landscape orientation.
Average Usage
displays one decimal
12. Close [x] the query.

Figure 4

Create Select Queries ) Microsoft Access Chapter 2
479
SKILL 8: Add C alculated Fields to Queries

You can insert calculated fields into
queries. In queries, calculated fields need
an aliasa descriptive label used to
identify a field in expressions, datasheets,
forms, and reports.
I l ^ o ' 8
c*
HOME
SBCoro
y Foimat Painter
2. From the Residents table, add the
Filter
All Access Obje...

Seo'ch-
p
ft
2 3 Residents
Z 3 Watei Bill!
i l Descending
Âdvanced
ft
Billing Error*
Selection'
Remove Sort Y Toggle Filter
Totals
fic Replace
Spelling
Save
Refresh
_
AH . X Delete * 0 More
Sort & Filter

Account Number
ik M - g m u r
2190-206791
3733-169378
3733-169378
1118-435018
3858-903451
Last Name
Thompson
Oshell
latourrette
First Name
Dannie
Regine
Cherryl
Ogando
Latourrette
Claybourne
Arcella
Cherryl
BillingDate Amount Due

30-A pr-13
$24.15
30-Apr-13
$5.29
$21.74
30-Apr-13
30-Jun-13
31-JUI-13
31-Aug-13
$24.75
$0.45
$20.79
Revelo
31-Aug-13
$14.31
Late Billings
4244-541805
Stevinson
Lindsey
31-Aug-13
2409-978053
3720-955586
Musolino
Gober
Percy
Ricky
30-Sep-13
30-Sep-13
$52.11
$19.67
31-Oct-13
S18.50
31-Oct-13
31-Oct-13
30-NOV-13
$8.75
$45.75
$8.00
31-Dec-13
28-Feb-14
$17.02
S6.48
31-Mar-14
$18.75
Statistics
Reports
L|
ft
2688-715896
Kinds
Nathaniel
3742-347513
4345-308083
Ogando
Cherry
Wurth
Arcella
Emmett
2432-538029
1912-855441
1352-901957
AccountNumber, LastName, and

FirstName fields to the design grid.
t
Text Formatting
Find
"i Residents Search
Duplicate Entries
Select'
M ike
Charley
jP
Z3TT
* Go To*
3 3 Query) \
3742-347513
Queries
DATABASE TOOLS
zlAscending
Vltws_______ Cllpooarfl_______ i*
Tables
I. Click the Create tab, and then in the

Queries group, click the Query Design
button. In the Show Table dialog box,
add the Residents table, add the Water
Bills table, and then Close the dialog box.
L*st_First.accC2_Water : Database- F:\Acci s Chapter 2\Last_First_accQ2_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
CREATE
1311-355657
Holliman
Blair
Marco
Flnkel
Shines
Christel
Keena
$59.94
3. From the Water Bills table, add

BillingDate, and then in the BillingDate
column Criteria cell, type < 4 /1 /1 4
Billing Dates
are before 4/1/14
I
Amount Due
amounts are
larger than zero
4. From the Water Bills table, add
AmountDue, and then in the

AmountDue column Criteria cell, type
>0 Run the query, and then compare
5. Click Save [Hj, and then in the Save As
dialog box, type Late Fees and then click
OK.
Figure 1
sSTy~TT
HOME
flew
Run
CREATE
QUERY TOOLS
EXTERNAL DATA
c P i " +! A
DATABASE TOOLS
0 0 Union
DESIGN
|= Insert Rows
Select Make Append Update Cra
Su Insert Columns
SgjRetum^H
Results_________________
6. Switch to Design view. In the

AmountDue column, clear the Show
cell check box so that the column will not
display in the datasheet.
7. With the [T] pointer, click in the first
blank column Field row. On the Design
tab, in the Query Setup group, click the
Builder button.

SeorertTables
3
Residents
39
Water Bills
Queries
Billing Errors
31
Duplicate Entnes
Ute Fees
jp Residents Search
Statistics
Reports
8. In the Expression Builder dialog

box, type the following expression:
Penalty:[AmountDue]* 0.25 taking care
to include the colon. Compare your
FirstName
Residents
a
480
BillingDate
Water Bills
AmountDue
Water Bills
0
<4/4/2014*
>0
Figure 2
Penalty: (AmountC y !
0
A
Show check
box cleared
The alias in a calculated field ends with a

colon. Here, Penalty will be the alias.
AceoaitNumber
l(Name
FirstName
BAngDate
Amoint&je
3 ] Ute Billings
SKILL 8: Add C alculated Fields to Queries

Last_Flrst_acc02_Water: Database- F:\Access Chapter 2\Last_First_accQ2_Wster.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
' r i ,
BfeCopy
Paste
,
.
-! Formal Painter
'
View
.
Filter
1 Ascending
Tr Selection-
i i Descending
Âdvanced *
J,# Remove Sort T Toggle Filter
All Access Obje...

p
Tables
33 (Undents
!3J Water Bills
Queries
ft
g ] Billing Error*
Ute Fees
Residents Search
Statistics
U
2 ] Totals
Refresh
A i|. A Delete *
ft
dfcft. ?ac Replace
Spelling
More -
Find
& x
PI
-11
* Go To*
C* Select *
Account Number
Last Name
First Name
Thompson
Dannie
Regine
30-Apr-13
Cherryl
30-Apr-13
5.435
Arcella
Cherryl
30-Jun-13
31-Jul-13
6.1875
2190-206791
Oshell
3733-169378
Latourrette
Ogando
3742-347513
3733-169378
Latourrette
Claybourne
Revelo
Stevinson
4244-541805
2409-978053
3720-955586
2688-715896
*3] Ute Billings
Reports
oD New
C i * N
IH iW H M
1118-435018
3858-903451
?p Duplicate Entries
? -
ft
Musollno
Gober
Kinds
3742-347513
4345-308083
2432-538029
1912-855441
Ogando
Cherry
Wurth
Holliman
1352-901957
1311-355657
Flnkel
Shines
BillingDate *
Penalty
30-Apr-13
Mike
31-Aug-13
Charley
31-Aug-13
31-Aug-13
30-Sep-13
30-Sep-13
31-Oct-13
31-Oct-13
31-Oct-13
30-NOV-13
31-Dec-13
28-Feb-14
31-Mar-14
Undsey
Percy
Ricky
Nathaniel
Arcella
Emmett
Blair
Marco
Christel
Keena
Alias displays
in column header
6.0375
1-3225
0.1125
5.1975
3.5775
13.0275
4.9175
14.985
4.625
2.1875
11.4375
2
4.255
11. Click Save (Hj, and then switch to Design

view. If necessary, click in the Penalty
column to make it active.
1.62
4.6875
12. Click the Property Sheet button to open

it. In the property sheet, display and
click the Format arrow, and then click
Currency. Close [x] the property sheet.
Figure 3
Last_First_acc02_Water: Database- FAAccess Chapter 2\Last_First_accQ2_Water.accdb (Access 2007 - 2013 file format) Access
Ascending
v Format Painter
Filter
/ Remove Sort T Toggle Filter
Clipboard______ <i_
All Access Obje...

SearchTables
3
fi
ft
Residents
Queries
3 ] Billing Errors
Hp Duplicate Entries
rp Ute Billings
^3 Ute Fees
rp
Residents Search
Statistics
Reports
Ul
Duplicate Entiles Report
ft
y Totals
Spelling
Refresh
AH - A Delete * m More Records
Sort 8t Filter
-ic Replac
Account Number
1209-154350
2190-206791
3733-169378
1118-435018
3858-903451
4244-541805
2409-978053
3720-955586
2688-715896
Last Name
Thompson
Oshell
Latourrette
Ogando
Latourrette
Claybourne
Revelo
Stevinson
Musollno
Gober
3742-347513
4345-308083
Kinds
Ogando
Cherry
2432-538029
1912-855441
Wurth
Holliman
1352-901957
Flnkel
1311-355657
Shines
Find
I2 E Z
jCalibri
Go To
C} Select
FirstName
BillingDate -
Dannie
Regine
30-Apr-13
30-Apr-13
Cherryl
30-Apr-13
Arcella
Cherryl
Mike
30-Jun-13
31-JUH3
31-Aug-13
Charley
31-Aug-13
31-Aug-13
Undsey
Percy
Ricky
Nathaniel
Penalty $6.04
Adj Amount Due
$1.32
$5.44
$6.61
S27.18
$30.94
$6.19
S0.11
$5.20
S3.58
30* Sep-13
30-Sep-13
31-OCT-13
$13.03
S4.92
$14.99
$4.63
Arcella
Emmett
31-Oct-13
31-Oct-13
$2.19
$11.44
Blair
30-NOV-13
$2.00
Marco
31-Dec-13
28-Feb-14
31-M*r-14
$1.62
Christel
Keena
A - f -
a -
Find
3 3 Ute fees\
3733-169378
3742-347513
2 3 Water Bills
T f Selection *
t l Advanced*
Skills for Success
DATABASE TOOLS
11 Descending
S4.26
$4.69,
and insert the expression.
In the last column, the alias Penalty

displays in the header row. The result of the
expression displays in each record. Here, a
25% penalty is derived by multiplying 0.25
by the amount due.
Results of
expression
AmountDue
column does not display
EXTERNAL DATA
9. Click OK to close the Expression Builder
10. Run the query, and then compare

your screen with Figure 3. If the Enter
Parameter dialog box displays, click
Cancel, and then repeat steps 6 through 8
carefully checking your typing.
Sort & Filter
Clipboard
StartK.
DATABASE TOOLS
$30.19
Alias displays
in column header
$24.59
$74.93
S23.13
$10.94
14. In the Expression Builder dialog box,

type the following alias and expression:
Adj Amount Due: [AmountDue] +
[Penalty]
Because an alias represents a field name,
when an alias is used in an expression, it
is enclosed in square brackets. Here, the
Penalty alias is used to add the penalty to
the original amount due.
$0.56
S25.99
$17.89
S65.14
13. Click the first blank column Field cell,

and then in the Query Setup group, click
Builder.
Penalty added
to Amount Due
15. Click OK, and then Run the query. Set

the column widths to Best Fit, and then
$57.19
$10.00
$21.28
$8.10
$23.44
16. Click Save [H], If you are printing this

project, print the datasheet in Landscape
orientation.
17. Close [x] the query.

Figure 4
481
SKILL 9: Work with Logical Operators

When criteria are in more than one column,
the placement of the criteria in the design
grid rows determines whether one or both
of the criteria must be true for the record to
display.
| I Cô'9
H
'
QUERY TOOl5
CREATE
HOME
X I
OD Union
0>.Thrn>.>tK
Pass-Through
1 1~
Show
Table
f Insert Rows
JP Insert Columns
?t
i X rwi*
Delete On
Rows
.U *. rli.mn
x n
Delete
Column*
'V '
HZ.
[H] Property Sheet
^
c f Table Names
Totals Parameters
Return: |AU
i?1* Builder
Show/Hide
Water Bills
Residents
*
S3 Residents
a
rjp Billing Errors
3 J Duplicate Entries
:J3 late Billings
I
^5 Residents Search
__
'i AccountNumber
UstName
FirstName
Street
Apt
ZIP
WaterMeter
S3 Water Bills
Queries
Billing Ei
seartn.
V BillinglD
AccountNumber
BillingDate
Rate
Usage
Billing
PaidDate
AmountPaid
AmountDue
Late Fee*
Statistics
I Reports
j U
Field: AccountNumber
Table: Residents
Sort:
Show:
0
fi 1
Or row
LastName
Residents
FustName
Residents
BillingDate
Water Bills
Rate
Water Bills
Usage
Water Bills
Ascending
0
Additional
or rows
4. Switch to Design view. In the Usage

column Criteria cell, type Is Null Below
the value just typed, in the Usage column
or cell, type <0 Compare your screen
with Figure 1.
The Is Null and Is Not Null operators test
if a field is empty or not empty.
5. Run the query to display only the
records for which the Usage value is
empty or less than 0.
Figure 1
WTT---- -------------jp jf lB
m
View
HOME
CREATE
auERY TOOlS
EXTERNAL DATA
DATABASE TOOLS
! cP uU +! ! ED !*
Run
0 0 Union
<> Pass-Through
Last_Rrst_ac<02_Water: Database- F:\Accejj Chapter 2\Last.First_acc02.Water.aecdb (Acee s 2007 - 2013 file form...
When two criteria are placed in different

rows in the design grid, the Or logical
operatora logical comparison of two
criteria that is true if either of the criteria
outcomes is trueapplies. Because the
two criteria in this query can be combined
into a single row, they were automatically
combined with the Or operator separating
them.
All Access Obje... j

SeoreK.
Tables
Insert Rows
}X Delete Rows
fcff. Data Definition
Builder
[HI Property Sheet
T 1Insert Columns
X Delete Columns
J Return: All
Totals Parameters
Table Names
A |
f AccountNumber
LastName
FirstName
Street
water Bills
Queries
3 1 Billing Errors
Hp Duplicate Entries
^3
Ute Billings
J3
Ute Fees
BillingDate
Rate
Usage
ZIP
Residents Search
33
Statistics
IS
Field:
Table:
Sort:
Show:
Criteria:
or
FirstName
Residents
BillingDate
water Bills
Rate
Water Bills
Usage
Water Bills
Ascending
0
t
Or criteria
placed into one cell
CQBHH
Figure 2
51
P 1
H3 Residents
Skills for Succes
DESIGN
Query Setup
6. Save
and then Close [x j the query. In
the Navigation Pane, right-click Billing
Errors, and then dick Design View.
Stall* for Succei
Query Setup
I All Access Obje... ]j
3. Run the query, notice that the Usage

values that are empty or negative are
listed first.
482
14 * I
Last_Fir*t_acc02_Water: Database- F:VAccess Chapter 2\LstJ:irst_acc02_Water.accdb (Access 2007 - 2013 file focm...
DESIGN
K Data Definition
1. In the Navigation Pane, under Queries,

right-click Billing Errors, and then from
the shortcut menu, click Design View.
y |
DATABASE TOOLS
^
Make Append Update Crosstab Delete;
Tables
2. In the Usage column, click the Sort cell,

click the arrow that displays, and then
click Ascending.
EXTERNAL DATA
SKILL 9: Work with Logical Operators

i
Last_Flrst_acc02..Weter: Database- F '.Access Chapter Alast_Fir*t_acc02_Water,accdb (Access 2007 - 2013 file formal) - Access
HOME
EXTERNAL DATA
CREATE
<)f) Cut
z i Ascending
1
Filter
BfeCopy
Kte
DATABASE TOOLS
y Fonnat Painu
T< Selection *
Descending Âdvanced*
IQ ,
M Near
5 1 Totals
J f Save
J 4
Spelling
fic Replace
Find
; * Remove Sort T Toggle Filter
Calibri
k Select*
8. Run the query, and notice that both the

Usage and Rate columns contain errant
valuesRate should not be 0 and Usage
should not be empty-as shown in
A*
Text Formatting
All Access Obje... a .< ]

Startle
Account Number -
p
a
Last Name *
First Name -
H olliman
Marco
BillingDate *
31-Mar-13
Rate *
Usage
0.00
Residents
2 3 Water Bills
Queries
Figure 3.
Bitting Errors
Rate and Usage cells

contain data entry errors
Duplicate Entries
Ute Billings
J
When two criteria are placed in the same

row, the A nd logical operatora logical
comparison of two criteria that is true only
when both criteria outcomes are true
applies. Here, records are selected only
where the Usage and Rate columns both
have errors.
late Fees
HP Residents Search
jP
Statistics
Reports
II I
7. In the Rate column Criteria cell, type Is
Null Or <=0
IE
+ Go To
Clipboard
Tables
Skills for Success
9. Switch to Design view. In the Rate
column Criteria row, delete the criteria.

In the Rate column or row (the row
below the Criteria row), type Is Null Or
<=0 and then compare your screen with
Figure 3
Figure 4.
Here, records are selected if either the
Usage or Rate column have errors.
rar
*>
QUERY TOOlS
HOME
CREATE
EXTERNAL DATA
! EP I" +!
Run
/\
DATABASE TOOLS
5*
Last_First_acc02_Water Database- F:\Access Chapter AL*st_Firft_acc02_Water.accdb (Access 2007 - 2013 file form...
DESIGN
Insert Rows
0 0 Union
Pass-Through
Data Definition
Skills for Success

Xu Insert Columns
]X Delete Rows
X Delete Columns
JK Return; All
Builder
fFI Property Sheet
Totals Parameters
*5* Table Names
Query Setup

Stare*Tables
3
f-
S I Water SHU
Queries
11. Save M and then Close [x] the query.
Residents
3 ] Billing Erron
^P Duplicate Entries
^ 5 LM* Billing*
JP Ute Fees
10. Run the query to display six records that

match the criteria. If you are printing
your work for this project, print the
datasheet.
V AccountNumber
LastName
FirstName
Street
Apt
Zip
W BillinglD
AccountNumber
BillingDate
Rate
Usage
Billing
PaidDate
AmountPaid
Residents Search
J 3 Statistic)
Reports
ft
FirstName
Residents
BillingDate
Water Bills
Rate
Water Bills
Usage
Water Bills
Ascending
0
Is Null O r.-O
t
Criteria
moved to
or row
Figure 4
483
SKILL 10: Add Wildcards to Query Criteria

A wildcard is a special character, such as
an asterisk, used in query criteria to allow
matches for any combination of letters or
characters.
Using wildcards, you can expand your
search criteria to find a more accurate
subset of the data.
| I Cmlo'10
7
La*t_Firat_acc02_Wter. Database- FAAccess Chapter 2\La*t_Fir*t_acc02_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
tfjH.
9 LJ F Copy
Paste
>v Format Painter
View
Clipboard
All Access Obje...

Tables
3
Ascending
T i Selection -
i ! Descending
' .- Remove Sort
Advanced *
T Toggle Filler
IP ^.
im New
J Totals
,,y
l S Save
*SSoellino
Spelling
Refresh
_
&j| .
Delete (HJ More *
Sort & Fitter
a x
IJ AI
Find
Records
?ic Replace
- * GoTo*
*
^ Select-
Tent Formatting
Find
Duplicate Entries \
AccountNumber *
LastName *
FirstName
Jones
Jones
2361-257740
Residents
DATABASE TOOLS
W illiam
Will
Street
27721N Lawson la PI
27721N Lawsonia PI
Zip
W aterM ete r
93464 B2978959
93464 B2978959
3 3 Water Bill!
Queries
Billing Errors

right-click Duplicate Entries, and then,
from the shortcut menu, click Design
View.
Duplicate Entries
William and Will match

wildcard criterion
u te Billings
^
U U fee*
Residents Search
Statistics
Reports
Ouplicate Entries Report

type Jones In the FirstName column
Criteria cell, type William and then
Run the query to display the record for
William Jones.
William Jones reports that he receives
three bills each month. However, with the
current criteria, his record is listed one time.
3. Switch to Design view. In the FirstName

column Criteria cell, replace the existing
criterion with Will* Run the query, and
The asterisk (*) wildcard character
matches any combination of characters.
Here, the two first names begin with Will
but end differently.
4. Switch to Design view, and then compare
*> -
c*
HOME
s
CREATE
QUERY tOOtS
d d f l ! s ! H

Table
Results____________________
View
Run
All Access Obje...
Last_Flrst_acc02_Water: Database- F:\AccessChapter2\Last_First_acc02_Watef.accdb (Access 2007 - 2013 file form-
DESIGN
DATABASE TOOLS
EXTERNAL DATA
@ Pass-Through
Data Definition
'
Show
Tab|e
JX Delete
Oeiete Rows
nows
.
Builder
Tables
Residents
Watei BiHs
Billing Errors
^ 3 Duplicate Entries
f AccountNumbe
LastName
FirstName
Street
M .
-3 ute Billings
When you include wildcards, the criterion

needs to start with the Like operator.
If you don't type the Like operator, it
will be inserted automatically when the
query is run.
ute Fees
Residents Search
jS
Statistics
Ifl
Like operator
added to
wildcard criterion

Figure 2
484
t u Insert Columns
(^] Property Sheet
5? Delete Columns
,---------------- 1 Totals Parameters
5 ? Return: [All
Query Setup
1^3 Duplicate Entries
Search.
3
Skills for Succes

Insert Rows
Table Names
Show/Hide
SKILL 10: Add Wildcards to Query Criteria

Last_First_acc02.Water: Database- F:\Access Chapter 2\Last.Firct_acc02_Water.accdb (Access 2007 - 201J file format) - Access
EXTERNAL DATA
*View Paste
fc iE
,
,
.
Filter
<* Format Painter
All Access Obje...

Tablei
p
*
ZD (Undents
3
? i Ascending
T Selection'
i i Descending
Âdvanced-
Remove Sort Toggle Filter

IP U
id New
X Totals
tlfSavc
5 Spelling
Refresh
ah . X Delete (=i! More *
*4
? Replace
,C||(bf|
Find
* Go To
To*.
Selectfe Select'
_
H
Sort & Fitter
Views________Clipboard_______rs
Seorrt.
DATABASE TOOlS
--------- ------------- 7 | ;:
U
Find
A* .
Hi Formatting
Duplicate Entries
Account Number
Last Name FirstName
Street
Zip - W aterM ete r
BCT1 H B B !
Jones
27721N Lawsonia PI
93464 B2978959
148B-862984
Jones
27721N Lawsonia PI
93464 B2978959
2361-257740
Jones
27721 N Lawsonia PI
93464 B2978959
William
The question m ark (?) wildcard character

matches any single character. Common
wildcard characters supported by Access
are summarized in the table in Figure 4.
Water Bills
Queries
^ 3 Billing Errors
j?
Duplicate Entnes
William, Bill,
and Will match
3 ] Ute Billings
Late fees
Hp Residents Search
6. Save [ 0 , and then Close [x] the query.
wildcard criterion
Statistics
Reports
yi
5. In the FirstName column Criteria cell,

replace the existing criterion with Like
"Till*" Run the query to display the three
duplicate records for William Jones.
7. In the Navigation Pane, under Reports,

double-click Duplicate Entries Report.
If you are printing this project, print the
report.
Recall that reports are often used to display

the results of queries. Here, the report
displays the results of the Duplicate Entries
query.
8. Close [x ] the report.

Figure 3
Common Access Wildcard Characters
Because you did not make any design

changes to the report, you do not need to
save it.
9. Close [ x ] Access. Submit your printouts

or database file as directed by your
instructor.
Character
Description
Example
Matches any num ber o f characters.
Don* matches Don and Donna, b u t not

Adonna.
Matches any single alphabetic character.
D?n matches Don and Dan, b u t n o t Dean.
[]
Matches any single character in the
D[ao]n matches Don and Dan, but not Den.

your database is complete!
brackets.
#
Matches any single numeric character.
C-#PO matches C-3PO, b u t n o t C-DPO.
Figure 4
485
More Skills
The following More Skills are located a t www.pearsonhighered.com/skills
More Skills
CD
Export Queries to Excel

In More Skills 11, you will export a query to an Excel spreadsheet
and then open the query in Excel.
There are times when you need to work with data in a table or
query using another application. Access can export database
tables and queries into several file formats that are used by other
applications. For example, you can export a table to a Word
document or an Excel spreadsheet.
More Skills

textbook, and then follow the instructions on the website.
Export Queries as Web Pages
You can export queries as web pages so that they can be shared on
the Internet. When published as a web page, anyone connected to
the Internet can view the query results using a web browser.

In More Skills 12, you will export a query as a web page, and
then open the web page in Internet Explorer.
More Skills 13
Link to External Data Sources
You can link to data stored in other files. These files can be
created in other applications such as Excel or Access. When
you link to external data, you can include them in queries and
reports. You cannot change any data, however, unless you open
the external file.
and join them in a relationship that does not enforce referential

integrity.
In More Skills 13, you will link to an external Excel worksheet

and an external Access table. You will open and view both tables
More Skills
CD Create Crosstab Queries
The Crosstab Query Wizard creates a special query that

calculates the results of two groupings. One group displays
down the left column, and the other group displays across the
top. Each remaining cell in the query displays a total, an average,
or other summary statistic for each pair of groupings.
In More Skills 14, you will create a crosstab query.

Please note th at there are no additional projects to accom pany the More Skills Projects, and they are not covered
in the End-of-Chapter projects.
486
Review
I
J
Skills
Number
Task
Step
Create queries (Simple Query Wizard)
Create tab - > Queries gro up -> Query Wizard
Add query criteria
In th e Criteria row, typ e th e criteria in the column(s) w ith the values you wish to filte r
Add calculated fields to tables (Datasheet view)
Fields tab > Add & Delete g ro up > M ore Fields > Calculated Field click the desired data typ e
Add calculated fields to tables (Design view)
Data Type arrow > Calculated
Create queries (Design view)
Create tab > Queries gro up > Query Design
Add tables to queries in Design view
Design tab -> Q uery Setup gro up - Show Table
Group and total queries
Design tab -> Show/Hide gro up >Totals Group first column(s), set Totals row to statistic for
o th e r column(s)
Criteria:
2
Equals the word five
"five"
Equals the num ber 5
Greater than 5
>5
Less than or equal to 5
<=5
Does not equal 5
Not 5 or <>5
Is after July 5,2014
>#7/5/2014#
Is between July 5 and 10,2014
Between #7/5/2014# And #7/10/2014#
Equals the Rate field plus 5 and is labeled Extra
Extra: [Rate]+5
Cell is em pty
Is Null
One or both criteria are true
"W ill" Or "Bill"
Both criteria m ust be true
"W ill" And "Bill"
10
Contains the w ord five
Like "*five*"
10
Can be Bill or Will but not Cerill
Like "?ill"
487
Review
Key Terms
Alias...........................................480
And logical operator............. 483
Asterisk (*) wildcard............. 484
AutoComplete........................468
Avg............................................. 478
Between...And operator . . .477
Online Help Skills

1Start Access 2013, and then in the upper right comer of the start page, click the
Help button [?].
2. In the Access Help window Search help box, type query criteria and then
press [Enter |.
3. In the search result list, click Examples of query criteria, and then compare
Calculated field......................470
Comparison operator...........474
Count.........................................478
Access Help
tSS #
A* [ query criteria
Criteria.......................................468
Expression................................ 470
Group By.................................. 478
IntelliSense.............................. 468
Is Not N u ll.............................. 482
Is N u ll.......................................482
Or logical operator............... 482
Query.........................................466
Query design grid................. 468
Query design workspace. . . 468
Examples o f query criteria
Query criteria help you zero in specific items in a database. If an item matches all the criteria
you enter, it appears in the query results.
To add criteria to a query, open the query in Design view and identify the fields (columns) you
want to specify criteria for. If the field is not in the design grid, double-click the field to add it to
the design grid and then you can enter the criterion in the Criteria row for that field. If you're
not sure how to make this happen, see introduction to queries.
Here are some examples of commonly used criteria you can use as a starting point to create
your criteria. The examples are grouped by data types.
Examples of criteria for Text fields
Lets say we have a contacts information table. The examples below show various criteria for the
CountryRegion field in that query. The highlighted Criteria row is where you would add the
criterion.
Question mark (?) wildcard 485

Quick I n f o ..............................468
Select q u ery ............................466
j C o n ta c ts
V ID
LastName
FirstName
S u m ...........................................479
BirthDate
City
Summary statistic................. 478
CountryRegion
W ildcard.................................. 484
Figure 1
4. Read the article to answer the following question: How might you use Not, In,
and Len in your criteria?
488
Review
Matching (
MyiTLab-)
__
1 A database object used to ask questions about the data stored in

database tables.
A And
__
2. Conditions in a query used to select the records that answer the

query's question.
C Calculated
__
3. A field in a table or query that derives its values from other fields
in the table or query.
E Criteria
__
4. Less than (<) and greater than (>) are examples of this type of
operator.
__
5. In the query design grid, two criteria placed in the same row use
this logical operator.
B Asterisk (*)
D Comparison
F Or
G Query
H Question mark (?)
6. To add summary statistics to a query, this row must be added to

the query.
I Null
J Total
7. When two criteria are placed in different rows in the query

design grid, this logical operator will be applied.
8. An operator that tests if a field is empty.
9. This wildcard character can represent any combination of
characters.
10. This wildcard character can represent any single character.
BizSkilis
Video
1. If you could apply just one of the tips provided in this

video to help manage your current priorities, which
one would you choose? Why?
2. What techniques do you currently use to set a plan for

your day? What other techniques could help you do
this better?
489
Review
Multiple Choice
MyiTLab-)

1. A query that displays records without changing the
data in a table.
A. Select
B. Simple
C. View
2. In a query, criteria are added in this view.
A. Datasheet
B. Design
C. Workspace
3. An IntelliSense box that explains the purpose of the
selected AutoComplete.
A. Balloon
B. Quick Info
C. ScreenTip
4. In a query, results are displayed in this view.
A. Datasheet
B. Design
C. Design grid
5. A combination of fields, mathematical operators,
and pre-built functions that calculates values.
A. Comparison operator
B. Expression
C. Quick Info
6. In query criteria, dates are surrounded by this

character.
A. >
B. !
C. #
7. A calculation for a group of data such as a total, an
average, or a count.
A. Calculated column
B. Group formula
C. Summary statistic
8. An operator that finds all numbers or dates
between and including two values.
A. And...Between
B. Between...And
C. In...Between
9. A descriptive label used to identify a field in
expressions, datasheets, forms, and reports.
A. Alias
B. Label
C. Name
10. The operator that is placed at the beginning of
criteria that contain wildcards.
A. Like
B. Similar
C. Wildcard

1. You have created queries using the Simple Query
Wizard and using Design view. Which method do you
prefer, and why? What situations may be better suited
to using the Simple Query Wizard? What situations
may be better suited to using Design view?
490
2. Data that can be calculated from existing fields can

be entered manually into its own field, or it can be
included as a calculated field in a table or query.
Which method would produce the most accurate
results, and why?
Review
Skills Review
b' )

acc02_SRElectricity

Last_First_acc02_SRElectricity
1. Start Access 2013, and then open the student data file acc02_SRElectricity. Save
the database in your Access Chapter 2 folder with the name Last_First_acc02_
SRElectricity If necessary, enable the content.
2. Open the Billing Cycles table in Datasheet view. In the last column, click the
Click to Add arrow, point to Calculated Field, and then from the submenu,
click Currency.
Figure 1
3. In the Expression Builder, add the following expression:

[UsageFee] - [AmountPaid]
4. Click OK, and then replace the selected text Fieldl with BalanceDue
5. Compare your screen with Figure 1, and then Save and Close the table.
6. On the Create tab, in the Queries group, click Query Design. Add both tables
to the query workspace, and then Close the Show Table dialog box.
7. From the Residents table, add the AccountNumber, LastName, and
FirstName fields to the design grid.
8. From the Billing Cycles table, add the CycleDate, UsageFee, and BalanceDue
fields to the design grid.
9. In the CycleDate column Criteria cell, type Between 6 /1/2014 And 6/30/2014
10. In the BalanceDue column Criteria cell, type >1 Or Is Null
11. Click Save, type Penalties Query and then click OK.
12. Click the first blank Field cell, and then in the Query Setup group, click
Builder. In the Expression Builder, add the following expression: Penalty:
[BalanceDue] * 0.2 Click OK. In the Show/Hide group, click Property
Sheet, and then change the calculated field's Format to Currency. Close the
property sheet.
Figure 2
13. Run the query, compare your screen with Figure 2, and then Save and Close
the query.

491
Review
14. On the Create tab, in the Queries group, click Query Wizard, and then in the
New Query dialog box, click OK.
15. In the Simple Query Wizard, click the Tables/Queries arrow, and then click
Table: Residents.
16. Click AccountNumber and then click the Move button. Repeat the procedure
to move LastName and FirstName.
17. Click the Tables/Queries arrow, and then click Table: Billing Cycles. Move
CycleDate and UsageFee into Selected Fields, and then click Next two times.
In the last Wizard screen, change the query name to Resident Statistics and then
click Finish.
18. Switch to Design view, and then in the LastName column Sort cell, set the
value to Ascending.
19. On the Design tab, in the Show/Hide group, click Totals. Change the
LastName, FirstName, and CycleDate columns Total cells to First. Change the
UsageFee column Total cell to Avg.
20. Click in the LastName column, open the property sheet. In the property sheet
Caption box, type Last Name Click the FirstName column, and then change
the Caption property to First Name
21. Click the UsageFee column. In the property sheet, change the Format to
Currency, the Caption to Average Bill and then Close the property sheet.
22. In the CycleDate column Criteria cell, type <1/1/2014 Clear the CycleDate
column Show cell check box, and then Run the query.
23. Compare your screen with Figure 3, and then Save and Close the query.
24. Open Data Errors Query, and then switch to Design view. In the LastName
column Criteria cell, type Like Thomps?n
25. In the FirstName column Criteria cell, type Ralph
26. In the ElectricityUsage column or cell, type Is Null
Figure 4
27. Run the query and then compare your screen with Figure 4. Save, and then
Close the query.
28. Open Data Errors Report. If you are printing your work, print the report.
29. Close the report, and then Close Access. Submit your work as directed by your
instructor.
492
Assessment
Skills Assessment 1
My!Ilab* j
To complete this project, you will need the following

file:
acc02_SAlProperties

* Last_First_acc02_S AT Properties
1. Start Access 2013, and then open acc02_SAlProperties. Save the

database in your chapter folder as Last_First_acc02_SAl Properties
2. In the last column of Parcels table datasheet, add a Currency
calculated field that is derived by multiplying the Value field by
0.01206 Name the field Taxes and then Save and Close the table.
3. Use the Simple Query Wizard to start a query with the Owner field
from the Parcels table, and the ZoneName field from the Zones
table. Name the query Tax Payments and then Finish the wizard.
4. In the Tax Payments query, add text criteria with a wildcard so that
only records with Residential in their zone name result.
5. In the Tax Payments query, set the ZoneName column so that it
does not show when the query is run.
6. Add a calculated field with the alias Payments that divides the
Taxes field by two (Taxes/2). Set the field's Format property to
Currency. Run the query and compare your results with Figure 1.
Save and Close the query.
7. Create a new query in Design view, and then add the Zones and
Parcels tables.
8. From the Zones table, add the ZoneName field, and then from the
Parcels table, add the Value field three times.
9. Add the Totals row and group the query by ZoneName.
10. Set the first Value column summary statistic to Count each group,
and then change its Caption property to Number of Parcels
14. Save the query with the name Zone Values and then Run the query.
Set the datasheet column widths to Best Fit, and then compare your
results with Figure 2. Save, and then Close the query.
15. Open the Outdated Assessments query in Design view. In the
LastAssessed column, add criteria so that values that are either
before 1/1/2013 or are empty (Null) will display in the query
datasheet. Run the query and verify that 24 records result. Save and
Close the query.
11. Set the second Value column summary statistic to Sum each group,
and then change its Caption property to Total Value
16. Open the Assessments Needed report to view the 24 records from
the Outdated Assessments query. If you are printing your work,
print the report.
12. Set the third Value column summary statistic to average (Avg) each
group, and then change its Caption property to Average Value
17. Close the report and then Close Access. Submit your work as
13. Set the third Value column Sort order to Descending.

493
Assessment
Skills Assessment 2
To complete this project, you will need the following
file:
acc02_SA2Fleet

Last_First_acc02_SA2Fleet
1. Start Access 2013, and then open the student data file
acc02 SAFleet. Save the database in your chapter folder as
Last_First_acc02_SA2Fleet
Figure 1
2. In the last column of the Fleet Services table, add a calculated field
that is derived from the product of the Miles and MileageRate
fields (Miles * MileageRate). Name the field MileageFee Assign it
the Currency result type and add the caption Mileage Fee Save and
Close the table.
3. Use the Simple Query Wizard to start a query with the Department
field from the Departments table and the StartDate field from the
Fleet Services table. Name the query Police and Fire Travel and
accept all other wizard defaults.
4. In the Police and Fire Travel query, add text criteria so that the
Department can be from the Fire or Police department. Run the
query, verify that 29 records result, and then Save.
5. In Design view, set the query to sort in ascending order by
StartDate. Add criteria so that only records with a StartDate
between 1/1/2014 and 7/31/2014 result.
6. Add a calculated field with the alias Charge that adds the BaseFee
and MileageFee columns (BaseFee + MileageFee). Run the query
and compare your results with Figure 1. Save and Close the query.
7. Create a new query in Design view, and then add the Departments,
Employees, and then the Fleet Services tables.
8. From the Departments table, add the Department field, and then
from the Fleet Services table, add the ServicelD field, and then add
the Miles field two times.
9. Group the query by Department, and then Count the ServicelD in
each group. Set the first Miles column to total each group, and the
second Miles column to average each group.
494
Figure 2
10. Set the ServicelD column Caption property to Trips and the first
Miles column Caption property to Total Miles
11. Set the second Miles column properties so that the datasheet
displays no decimals and the column's caption will be Average Trip
Length Close the property sheet.
12. Save the query with the name Department Travel and then Run
the query. Set the datasheet column widths to Best Fit, and then
compare your results with Figure 2. Save, and then Close the query.
13. Close Access, and then submit your work as directed by your
instructor.
Assessment
Visual Skills Check

acc02_VSPermits

Last_First_acc02_VSPermits
Open the database acc02_VSPermits, and then
using your own name, save the database as
Last_First_acc02_ VSPermits
Create a query with the results shown in
Figure 1. Name the query Fence Permits
Due and add the columns as shown. Add a
calculated field with the alias Balance and then
add criteria that answer the question, Which
fencing projects have balances due? Six records
should result.
Fence Permits Due
Record
Start Date *
P ro ject T itle
W o rk Location
Fee
Paid to D ate -
Balance
B4141621FENC
8/1/2014 JOBS RESIDENCE FENCE
4069 S S h a ffe r M e a do w Ln
$49.50
$0.00
$49-50
B4078864FENC
8/6/2014 FENCE MATH A 1 RESIDENCE
1448 S L ighthouse PI
S49-5G
$0.00
$49.50
B6603712FENC
8/6/2014 FENCE FEHRS RESIDENCE
3596 S B ethany Bay PI
$49.50
$15.00
$34.50
B5357156FENC
8/13/2014 POSTMA RESIDENCE
5674 W S plit W ood
$49.50
$25.00
$24.50
B5119759FENC
8/15/2014 FENCE TUR RESIDENCE
3102 W Cubola Av
$49.50
$0.00
S49.50
B9460314FENC
8/17/2014 FENCE ESCHE RESIDENCE
3234 N E n te rta in m e n t Av
$49.50
$0.00
$49-50
SO.OO
Figure 1
Submit your work as directed by your

instructor.
495
Assessment
My Skills
accOIJVIYBaseball

Last_First_acc02_MYBaseball
1. Start Access 2013, and then open
acc02_MYBaseball. Save the
database in your chapter folder as
8. Save the table, and switch to Datasheet

view. Set the column widths to Best
Figure 1. Save and Close the table.
2. In the League Statistics table datasheet,

click the At Bats (AB) column, and
then add a Number calculated field.
For the expression, divide the Hits field
by the AtBats field. Name the field
BattingAverage You will format the
numbers in a later step.
9. Create a new query in Design view

that includes every field in the League
Statistics table exceptfor PlayerlD,
LastName, and FirstName. Save the query
with the name Team Stats
3. Save the table, and then switch to Design

view. In the BattingAverage Description
(Optional) cell, type Hits divided by
AtBats
4. In the BattingAverage field properties,
change the Result Type to Single, the
Format to Fixed, and the Decimal Places
to 3. Add Batting Average (BA) as the
field's caption.
5. In the first available row, add a new
calculated field named ERA For the
expression, multiply the EamedRuns
field by 9, and then divide by the
InningsPitched field (EamedRuns * 9 /
InningsPitched).
10. Change the query to calculate the averages

for each team.
11. Change the Hits column properties so
that one decimal displays and the column
heading displays as Avg Team Hits
12. Change the AtBats column properties so
heading displays as Avg Team AB
13. Change the BattingAverage column
properties so that three decimals display
and the column heading displays as
Team BA
14. Change the EamedRuns column
properties so that one decimal displays
and the column heading displays as Avg
Team ER
6. In the ERA Description (Optional) cell,

type Earned run average (EamedRuns *
9 / InningsPitched)
15. Change the InningsPitched column

properties so that one decimal displays
and the column heading displays as Avg
Team IP
7. In the ERA field properties, change the

Result Type to Single, the Format to
Fixed, and the Decimal Places to 1.
16. Change the ERA column properties so

heading displays as Avg Team ERA
496
Figure 2
17. Run the query, set the column widths to

Best Fit, and then compare your screen with
Figure 2.
18. Save the query, and then Close Access.

Submit your work as directed by your
instructor.
Assessment
Skills Challenge 1
To complete this project, you will need the
following file:

Last_First_acc02_SClClasses
acc02_SClClasses
Open acc02_SClClasses and save the database in your chapter

folder as Last_First_acc02_SCl Classes Open the Instructor
Class Counts query and then add a column so that each
instructor's first name is included and the two interns with the
last name of Shriver have an accurate count. Cheyenne Shriver
should have a total of one, and Kenton Shriver should have a
total of five.
Open the Word Classes query, and then fix the criteria and add
columns so that it answers the question, Where are all the Word
classes offered and what are their start dates and times?

Open the Intern Contacts List query, and then fix the query so
that each intern is listed only once. To do this, you do not need
to add any criteria, change any properties, use the Total row, or
apply any filters to the datasheet.
Skills Challenge 2
To complete this project, you will need the
following file:

Last_First_acc02_SC2Rentals
acc02_SC2Rentals
Open acc02_SC2Rentals and save the database in your chapter
folder as Last_First_acc02_SC2Rentals Create a query named
Refunds that answers the following question: Which July renters
o f community center rooms get a refund? Identify the renters by
including the RenterlD field. Display the date and hours each
room was rented and the refund amount.
To calculate the balance due, subtract the deposit from the
rental fee. The rental fee can be determined by multiplying
the number of hours rented by the room's hourly rate. Define
the calculated field's alias as Balance and format the column

to display as currency. (The currency format encloses negative
numbersrefundsin parenthesis instead of using a negative
sign.) Be sure to limit the query results to July 2014 and only to
those receiving a refund.
497
Create Forms
Forms are used to edit, delete, and add records stored in database tables
and are designed to make data entry quick and accurate.
Forms are often designed for entering data for the specific needs of the
database. For example, a college database may provide one form for
entering new students, another form for registering students for classes,
and another form for assigning instructors to teach those classes.
Forms are designed to be viewed on a computer screen and are
rarely printed. Instead, reports are typically used when data needs to
be printed.
Forms can take advantage of one-to-many relationships. The main form

shows one record at a time from the first table, and below that, all the
related records in the other table display in a subform.
There are several methods for creating forms, including the Form
Wizard and the Form Tool.
Forms can be arranged in Word-like tables so that you can quickly
position labels and text in cells to create a custom layout for your form.
Forms can be based on queries so that you can work with a subset of the data.
Forms show one record at a time so that you can work with just that data.
Some forms have buttons that open other database objectstables,

queries, other forms, and reports. These forms can be built quickly using
the Navigation Form command.

In this chapter, you w ill create form s fo r Aspen Falls Utilities. You w ill work under
the supervision o f Diane Payne, Public Works Director, to design forms for entering
records about city residents and th eir w ater bills. You w ill also build a form th a t data
entry personnel w ill use to open and close the database forms.
There are several m ethods for creating forms in Access. The m ethod you choose
depends on the type o f form you need and personal preference. No matter which
m ethod you choose, all forms need to provide a way to locate and update records
quickly and accurately. Most forms also provide a way to add new records. The form's
header displays inform ation about the form's purpose, and the detail area displays
labels and te xt boxes w ith values from the underlying table.
Goodluz
Some forms are used to open and close other forms and reports. These forms
provide a way to navigate the database and can be set up in a way that hides the
Navigation Pane. Using this m ethod, you can provide a custom database interface
based on the needs o f the individuals w ho w ill use it.
To com plete this project, you w ill create a form using a wizard and then form at
that form . You w ill use the form to edit records. You will create another form using
the Form tool th a t displays records from tw o related tables on the same screen and
then enter new records using this form . You w ill also build a form based on a select
query. Finally, you w ill create a Navigation Form th a t opens the other three forms,
and then set up the form to hide the Navigation Pane when the form is in use.
498
Microsoft Access Chapter 3 | Create Forms
0-90

Student data files needed for this chapter:
Outcome
acc03_Water
acc03_WaterLogo

work with Access forms like this:
HOME
CREATE
EXTERNAL DATA
ffs '*Cul
j $9 Copy
PS1* _
Ar formal Painter
|3
Last_Fint_acc03_Watrr Database- FtVAcces* Chapter 3VLast_First_acc03_Water.accdb (Access 2007 2013file format) - Access
Last_First_acc03 Water
Last_First_acc03_WaterSnip (1 - 4)
m m .
? i Ascending
T. Selection
a JDescending ^ Advanced i f Remove Son TT Toggle Fitter
l! fei New
' _J
it? Save
Refresh
*
A||. X Delete
51 Total*
Spelling
_
0 MMore
o .e cy
A'
AA
Find
Record*
Clipboard
Navigation form \
DATABASETOOLS
fac Replace
-* GoTou
I* Selectfind
ii
t Formatting
Novigotion Form
Resident Woter Billings
Aspen Foils Utilities
Account Numbei
11 18-4350 E
'oaf / far* Ncane Clayboorn
SKILLS
MylTLab
Street / Apt
56334 N Snowbrry Ct
Up / Phon.
93463-6258
Water N
Mike

Skill 1
Use the Form Wizard
Skill 2
Use Forms to Modify Data
Skill 3
Format Forms in Layout View
Skill 4
Add Controls and Conditional Formatting
Skill5
Use the Form Tool
Skill 6
Work with Tabular Layouts
Skill 7
Add Input Masks
Skill 8
Change Data in One-to-Many Forms
Skill 9
Create Forms from Queries
Billing ID Billing Date - Rate - usage 166

30-Apr-13
0.23
128
231
31-May-13
0.25
136
30-Jun-13
300
0.25
58
0.25
371
31-Jul-13
36
0.27
31-Aug-13
77
445
524
30-Sep-13
0.27
41
604
31-00-13
0.25
161
U ln u .tl
JP

%
Record M
i of !
Search
Billing
S29.44
534.00
S14J0
53.00
S20.79
Sll-07
$40.25
____ a m
Paid Date * Amount Paid AmountDue S29.44

23- May-13
SO.OO
23-Jun-13
$34.00
$0.00
02-Jul-13
S14J0
SO.OO
27-Aug-13
S9.CC
SO.OO
21-Sep-13
$20.79
$0.00
26-OCT-13
Sll-07
$0.00
$0.00
18-Nov-13
$40.25
__ fM.ian.14
Audited
n ________
Skill 10 Create Navigation Forms

M O R E SKILLS
Skill 11 Validate Fields
Skill 12 Create Databases from Templates
Skill 13 Create Macros
Skill 14 Create Access Apps
Create Forms | Microsoft Access Chapter 3
499
SKILL 1: Use the Form Wizard H

Access has several tools for creating forms.
The Form Wizard is an efficient method
when you do not need to include all the
fields from a table.
r
|i u
~
HOME
Application Table Table Share .

Parts *
Design Lifts *
Templates__________ Tables_______
All Access Obje.
1. Start Access 2013, and then open the

student data file acc03_Water. On the File
tab, click Save As. With Save Database
As selected, click the Save As button. In
the Save As dialog box, navigate to the
location where you are saving your files
for this project. Click New folder, type
Access Chapter 3 and then press |Enter |
two times. Name the file Last_First_
acc03_Water and then click Save.
SeertltTabits
IS
Residents
33
Water Btttt
Queries
^3
New Payments Query
2. If the Security Warning message displays,

click the Enable Content button.
3. On the Create tab, in the Forms group,
click the Form Wizard button. Click the
Tables/Queries arrow, and then click
Table: Water Bills. Compare your screen
with Figure 1.
Figure 1
By default, the table or query that is

selected in the Navigation Pane will be
selected in the first screen of the Form
Wizard.
4. Under Available Fields, double-click

BillinglD so that the field will be
included in the form.
5. With AccountNumber selected, click
to place it into
the Move button
Selected Fields.
6. Use either technique just practiced to
move the following fields into Selected
Fields in this order: BillingDate, Rate,
Usage, Billing, PaidDate, AmountPaid,
and AmountDue. Do not move the
Audited field. Compare your screen with
Figure 2.
500
Figure 2
*siFin.fI3_WitIri: DiiuibMe-
Form Wizard
button
Wizard Design
Queries
Chapter W j f l . First.acc03jWacer c<db (Access 2007 - 2m I file format) - Accm

tiBASE TOOLS
izard
u^
UJJ] Navigation
Form Blank ,
Form Wizard
?5 1
I IS Report Wizard
ISOLabels
Report Report Blank

Design Report
P Module
Class Module
Macro M
i-3 Visual Basic
SKILL 1: Use the Form Wizard

7. In the Form Wizard, click Next, and then
You can use the Form Wizard to pick
different layouts for your form. A layout
determines how data and labels are
arranged in a form or report. For example,
the columnar layout places labels in the
first column and data in the second column.
8. With Columnar layout selected, click
Next. Under What title do you want for
your form, change Water Bills to Water
Bills Form
9. In the Form Wizard, click Finish to create
the form and open it in Form view.
Figure 3
The title that you type in the last screen of

the Form Wizard becomes the name of the
form in the Navigation Pane, and the theme
last used in the database is applied to the
form. Here, the Integral theme has been
applied.
10. Leave the form open for the next skill.
L*5t_First_accQ3_Wt: Database- FAAccess Chapter 3\Last_Fif5t_acc03_Watef.accdb (Access 2007 - 2013 file format) - Access
HOME
CREATE
EXTERNAL DATA
B@l Copy
aste
Format Painter
Filter
t i Descending
; / Remove Sort
StOrth-
Tables
T Selection -
New
X Totals
Advanced *
Save
* Spelling
AJL ^Replace
:= !=
- * Go To *
Select
T Toggle Filter
Find
Sort & Filter
Clipboard_______n
All Access Obje...
fl
Skills for Succcsi * n
DATABASE TOOLS
zi Ascending
(Xj Cut
- & &
Text Formatting
^11 Water Bills Form\
W a t e r Bills Form
Z3 Residents
3
Water Bills
Queries
ft
3P New Payments Query

Forms
3]
Watei Bills Form
Blliiny ID
Account Number
ft
-5 7 .9 4 5 3 3 2
Ell
Silling Date
0-23:
Rate
Usage
mg
Billing
Name of
form
Paid Date
Fields from Water

Bills table
17-F .b . 13.
Amount Paid
Amount Due
5 0 .0 0
Figure 4
501
SKILL 2: Use Forms to Modify Data | | ^ o ' 2

Forms are designed to input data into
tables. When you edit data or add records,
the changes are stored automatically in the
underlying table.
*>
c* -
HOME
.
EXTERNAL DATA
Most forms display in Single Form

viewa view that displays one record at
a time with field names in the first column
and the field values in the second column.
If a field has a caption property assigned,
that value will display in the label. For
example, the BillinglD field displays as
Billing ID.
Cut
"W '
J j Ascending
F"U '
3. Click the Paid Date box, type the date

06-Feb-13 Press |Enter |to move to the
next field, Amount Paid, and then type
19.78 Watch the Amount Due value
automatically update as you press
["Enter |, and then compare your screen with
Figure 2.
The AmountDue field is a calculated field
that automatically updates when the Rate,
Usage, or AmountPaid fields are changed.
The change you made to the AmountPaid
field was changed in the table, and the
AmountDue box updated to display the
new value. In this manner, forms can be
used to edit table data while viewing one
record at a time.
W a t e r Bills
Tables
^Billing ID
51 Tool*
JA
* * Replace
- * Go To
r4
Cj Select*
Find
A -
A -
Test Formatting
Account Number
Billing Dot*
SB Water BUti Form
Rate
udi
Usage
Billing
Paid Dot*
>7.Fb-13j
r
c
Amount Paid
Amount Due
SI H I
SO.OO
Navigation
bar
Record M
)1 of U22 ,
Figure 1
Last_First_acc03_Water: Database- FAAcces* Chapter 3\Last_First_acc03.Water.accdb (Access 2007 2013 file format) - Access
EXTERNAL DATA
"JP '
DATABASE TOOLS
*1 Ascending
Selection-
11 Descending Â dvanced-
[Tî
ad New
51 Totals
A4
- I - -
'* *
S Format Painter
All Access Obje...

Stertn-
Tables
33
ft
Residents
[13 water Blits

Queries
ft
31
New Payments Query
3)
Water Bills Form
Paid Date and

Amount Paid data
entered into text boxes
Amount Due value

automatically updated
&
Skills for Success H
Clipboard
Figure 2
Mi New
TI
gM
M
entj_____
Billing ID caption
displays in label
[T^.
BillinglD field value

for first record in
Water Bills table
31 Water Btth Form\
Stare*-
502
T Selection*
_______________________________________________________________ _____
i i Descending ^ 3 Advanced *
aBSave
t y Spelling
B
__ ____________ BslUiii____________
>? Remove Sort T
n *11*
r t .f I _l _ l
I Moie -
Clipboard_______ rs
At the bottom of the form, the Navigation

bar shows how many records are in the
underlying table and has buttons for
moving from one record to another.
2. On the Navigation bar, click the Next

record button [] to display record 2 of
1422 Billing ID 2.
DATABASE TOOLS
r . . % Copy
Paste
V Format Painter
All Access Obje...
1. Take a few moments to familiarize

yourself with the Water Bills Form as
shown in Figure 1.
Last_First_ce03Walet: Database- FAAccess Chapter 3\Last_Firtecc03_Watef.accdb (Access 2007 2013 file format) Access
CREATE
Replace
SKILL 2: Use Forms to Modify Data

T
Lt_Fint_cc03_Wter Database- FAAccess Chepter 3\Last_Fir*t_acc03_Wa1er.accdb (Access 2007 - 2013 file foimat) - Access
EXTERNAL OATA
CREATE
[ HOME
*1 Ascending
|d = l & C u t
View
Copy
Parte
Descending
Filter
Selection-
Âdvanced*
i f Remove Sort T Toggle Filler
& Form*! Painter
DATABASE TOOLS
|H^jj tB New
5 ! Totals
Save
Refresh
^11 X Delete
AjL
f t Replete
! 5 Snallinn
Views_____________________
All Access Obje...
4. Press 1Enter |to move to the next record

Billing ID 3. With Billing ID active, on
the Home tab, in the Find group, click
the Find button.
5. In the Find and Replace dialog box Find
What box, typel352 Press Enter |, and
then Close
the dialog box.
Store!iTables
2 3 Residents
" 3 water Brils
Queries
Hew Payment! Query
6. In the record for Billing ID 1352, enter a

Paid Date of 13-Aug-14 and an Amount
Paid of 32.30 Press |Enter |to update
the record. Compare your screen with
Figure 3.
Forms
3
water etlis Form
7. On the Navigation bar, click the New

(blank) record button [> 3 Press |Enter |to
move the insertion point to the Account
Number box. Type 1173-464142 and then
press |Enter |.
to o:
15
Figure 3
Last.Firrt.acc03.Water: Database- F:\Access Chapter 3\Last_Flret_aceQ3_Water.accdb (Access 2007 - 2013 file foimat) - Access
HOME
EXTERNAL DATA
Cut
ib
View
CREATE
Copy
Paste
41 Format Painter
'I f
*1
* 1 Ascending
filter
11 Descending Th Advanced*
__
2 * Remove Sort T Toggle Filter
StarenTables
3
Resident]
Water Bill!
New Payment! Query
|f ^
r.
e * New
ITî
Records
effl?*c
N Replace
R
8. In the Billing Date box, type 31-Jul-14

and then press |Enter |. In the Rate box,
type 0.42 and then press |Enter |.
*^
Find
A u to N u m b e r value
assigned to n e w record
(yours m ay be d iffe ren t)
ft
[TT73-464142
ft
a x
"SI water Bills Form \
<i-4
Forms
H water Bill! Form
X Totats
* J?Save
Spelling
- * Go To*
Refresh
Find
V
w - . -* OSt<-----------------h.
k Select*
X rDelete
W More -
Sort & Filter
Clipboard_______rj
Views
All Access Obje... 9 '
T Selection
Selection*
Skills foi Success
DATABASE TOOLS
Billing Date
Rat*
UsofK
r~ ^
9. In the Usage box, type 164 Watch the

Billing and Amount Due values update
automatically as you press |Enter [, and
p|
D ata entered
in to ne w record
31-Jut.U l
0.42
In the Water Bills table, the Billing field is

a calculated field that multiplies the Rate
value by the Usage value. Here, the July
billing for this account is $68.88.
Billing
Paid Dot*
Amount Paid
Amount Due
1
n
1
---------SO.OO
568.88
You can move to the next field in a form

by pressing |Enter |or Tab |. In this way, you
can continue typing values without having
to use the mouse. Keeping your hands
over the keyboard speeds data entry and
increases accuracy.
C alculated fields
updated a u to m a tica lly
10. Leave the table open for the next skill.

You do not need to save any changes
because data was automatically saved as
you entered it.
saga
0 4
I R< IU l<
1423 of 1423

Figure 4
503
SKILL 3: Format Forms in Layout View | 1^ 0 3

Layout view is used to format a form or
report while you are viewing a sample of
the data.
FORM IATOUI TOOlS

EXTERNAL DATA
| i j ColonView
ARRANGE
Last_First_acc03_Water: Database- FAAccess Chapter 3\last_First_acrfB_Watet.accdb (...
FORMAT
________________________
T ] Water Bills form
All Access Obje...
Selection type
is Text Box
W a t e r B ills F o r m
Tables
ZD Residents
Property Sheet
Selection type. Tent Bo
I --------
AccountNumber
Format
Water Bills
Data | Event | Other |
a ^
New Payments Query
Account Number
111 37 -94 33 32 ""
Water Bills Form
Billing D o t.
Rate
31-Jon-13|
Usage
Billing
Account Number
Paid Date
text box selected
Amount Pcrfd
Amount Due
Property sheet
w oo l
Lett
Back Styte
Back Color
Bordet Style
Border Width
Border Color
Special Effect
Scroll Bars
Font Name
Font SHe
Tent Align
Font Weight
Font Underline
Font italic
Fore Color
Line Spacing
Is Hyperlink
Display As Hyperlink
Hyperlink Taiget
Gridline Style Top
Gridline Styte Bottom
Gridline Style Left
Gridline Style Right
Gridline Width Top
r.nfllln* Wlrfth Bnttnn
FORM IAYOUT TOOlS
CREATE
EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
Transparent
Transparent
Transparent
Transparent
Eti Select All
[g
Selection
All Access Obje...

Seorcn.
ft
1------
Background Alternate
Image - Row Color Background
r> (
Skills for Success
IB pr*
L l
> Shape OutlineQuick ( hangc Conditional
Styles - Shape Formatting J S,U1P*
Selection type is
Align Right
button
Tables
Lst_First_acc03_Wate r Database- F:\Access Chapter 3\Last_Firat_acc03_Water.accdb
FORMAT
Property Sheet
^ Selection type Multiple selection
Multiple selection
3 3 Resident}
formal
S3 Water Bills
Billing ID
5
New Payments Query
31
Water Bills Form
Account Number
_ u u
Multiple text
boxes selected
Billing
Paid Date
Amount Paid
Amount Due
73
Data [ fcvent
Format
Decimal Places
visible
Show Date Picker
Width
Height
Top
left
8a ck Color
Border Style
Border Width
Border Color
Speaal Effect
Scroll Bars
Font Name
Font Sue
Tent Align
Font Weight
Font Underline
Font italic
Fore Color
Line Spacing
'i Hyperlink
Gndllne Style Top
Gndline Style Bottom
Gridline Style Lett
Gndllne Style Right
Gridline Width Top
ftilrilin* Wlrtth Rnnnm
,
Figure 2
Tent 1, Lighter 25%
Figure 1
Click the Billing ID text box to select

it. Press and hold |Shift |while clicking
the eight other text boxes with the
pointer. Release the |Shift |key, and
504
For dates
1.91670-2188'
O.S4ir
1.60*2
Normal
Background 1
Solid
Hairline
Background 1, Darker 35*
Flat
Shov* Date Picker
3. On the Navigation bar, click the

First record button [m]. Click the
AccountNumber text box, and then
*11
Dtclmal Ptaccs
click the Property Sheet button as

needed to open the property sheet.
With the AccountNumber text box

control still selected, click the Ribbon
Format tab. In the Font group, click the
Align Right button.
&
Property
In Layout view, you can select individual

controls objects in a form or report such
as labels and text boxes and format them.
A label is a control in a form or report
that describes other objects in the report
or form. A text box is a control in a form
or report that displays the data from a
field in a table or query Here, the label
displays the caption Account Number, and
the AccountNumber text box displays the
value 1157-945332.
Sheet button
Themes
SeartK.
33
f.W Looo
Theme* [ j ] Fonts
Views
1. With the Water Bills Form open, on the

Home tab, in the Views group, click the
View button to switch to Layout view. If
the Field List pane displays, Close [x ] the
pane.
DESIGN
DATABASE TOOLS
Other j All
v
AutO
res
For date,
1.6042
Background 1
Solid
Hairline
Background 1, Darker 35
Fist
None
Tw Cen MT (Detail)
Normal
No
No
Tent 1, Ughter 25%
O'
No
If Hyperlink
Tiansparent
Transparent
Transparent
Transparent
ip t
SKILL 3: Format Forms in Layout View

*3 *
f*
HOME
FORM IAYOUT TOOLS

EXTERNAL DATA
CREATE
Tw C#n MT >Detail j
Select All
DATABASE TOOLS
I
tl
DESIGN
Formatting

P
Tables
Last_Firet_acc03_Water Database- FAAccess Chapter 3\Last_FirstjKc03_Water.accdb (...
FORMAT
Image Row Coloi Background
* ili'
Seltction
Starcn.
ARRANGE
C v
1 M
..... - ............................... ^ Shape Outline'
Quick Change Conditional
Styles Shape Formatting
Shape Effects
Control Formatting
IS
Residents
Water Bins
ft
^ 3 Nv Payment! Query
PI
Plupefty Sheet
Seltction type: Multiple selection
v
Data
E.ent
Other
Billing ID
..
Account Number
Decimal Plates
| Visible
Show Date Picker
width
Height
Top
Left
Back Style
Back Color
Border Style
| Bordet Width
Border Color
Special Effect
Saoll Bars
Font Nam*
Font Sim
Tet Align
Font weight
Font Underline
Font italic
I Fore Color
Line Spacing
Is Hyperlink
Hyperlink Target
Gridline Styte Top
Gridline Style Bottom
Gridline Styte Left
Gndline Width Top
ftnrflina Wirttn Bnrtnm
1157-945332
Billing Dote
31 Water Bills Form
O X
Property sheet
Format tab
Formal
Queries
2 3 Water BHK Ft
ft
IS
31 -Jan-13
Rate
0.23
Usage
Billing
SI 67 9
Paid Date
17-Feb-13
Amount Paid
$16.79
Amount Due
$0 00
Width
property
1.6042Normal
Background 1
Solid
Hairline
Background 1, Darker 35S
Flat
6. On the property sheet Format tab, click

in the Width box, type 1.5" and then
press 1Enter |to simultaneously set the
width of all nine text boxes. Compare
In this manner, you can select multiple
controls and then format them at the
same time.
7. On the Format tab, in the Selection
group, click Select All to select all the
form controls. In the Font group, click the
Font arrow. Scroll down the list of fonts,
and then click Calibri.
8. With all the controls still selected, press
Te*t 1, Lighter 2SS
Transparent
Transparent
Transparent
Transparent
and hold |Ctrl |while clicking the Title

control with the text Water Bills Form to
remove it from the current selection, and
then release the 1Ctrl |key.
9. On the Format tab, in the Font group,
Figure 3
- c*
HOME
iY1
FORM LAYOUT TOOlS
CREATE
~lJctfbtT^
Select All
DATABASE TOOLS
EXTERNAL DATA
qil
T
a -
-L -81
3
Formatting
DESIGN
ARRANGE
Last_First_acc03.Water: Database- F:\Acces Chapter 3\Last_First_acc03_Water.accdb (...
r n
Image* Row Color
Tables
3
Reiidents
Water Bills
Queries
Shape Fill *
10. Click Save |B to save the design changes,

and then leave the form open for the next
skill.
Shape OutlineQuick Change Conditional

Styles Shape Formatting Shape Effects
Control Formatting
____ Selection_______________
All Access Obja Sl s .
Skills for Succesi
FORMAT
Water Bins Form \
Font and font

size changed
Title control
n o t selected
Bills F o rm -4
~ Property Sheet
Selection type Multiple selection
When you make changes to the form's

design, you need to save those changes.
Here, the form's design was changed;
however, none of the data was changed.
Format
Account Number
Data
Event
Other
All
Visible
N*w Payments Query

Forms
All labels and text

boxes selected
31 Water Bills Form
so.oo
click the Font size arrow u

, and
then click 12 to increase the font size by
one point. Compare your screen with
Figure 4.
left
Back Style
Back Color
Border Style
Border Width
Border Color
Special Effect
Font Name
Font Silt
Tent Align
Font Weight
Font Underline
Font Italic
Fore Color
line Spacing
Gndllne Style Top
in* Style Bottom
Gndlln* Style l*ft
Gndline Style Right
Gndlln* Width Top
in* Width Bottom
Gndune width left
Gndline Width Right
Top Margin
Bottom Margin
left Margin
Right Margin
Transparent
Transparent
Transparent
Transpar*nt
Figure 4
505
SKILL 4: Add Controls and C onditional Formatting | | ^ 03'4

Controls such as logos and titles can be
added to forms to identify a company and
the purpose of the form.
IT Label 18
New Payments Query
Forms
31
/
(
i Shape FiL> Shape OutlineQuick Change Conditional

Style* Shape - Formatting J sh*Pe f,ecU
Control Formatting
Property Sheet
Selection type Label
Labette
Billing Date
Rate
Foimat Data
1157-945332!
31-Jn-13j
0.23j
Usage
Billing
Paid Date
Amount Paid
Amount Due
Figure 1
6. Click the Amount Due text box. Click

the Format tab, and then in the Control
Formatting group, click the Conditional
Formatting button.
7. In the Conditional Formatting Rules
Manager, click the New Rule button. In
the New Formatting Rule dialog box,
under Format only cells where the, click
the second arrow. Compare your screen
with Figure 2.
The second box contains a drop-down list
of comparison operatorsoperators such
as greater than and less than that compare
two values.
Figure 2
SO.OO
Skills lot Success
FORMAT
Image - Row Color Background
W a te r Bills Form [
Water Bills Form
5. On the Design tab, in the Header /

Footer group, click the Title button, and
then type Monthly Billings
ARRANGE
Billing 10
3. Press fDelete |to remove the Title control.
DESICN
I**? )
Account Number
Figure 1.
506
DATABASE TOOLS
2D Water BUIs Form
2. In the form header, click the Title control

with the text Water Bills Form. Be careful
to select the control and not the text in
the controlan orange border should
surround the control as shown in
EXTERNAL DATA
em u
Title control
selected

Footer group, click the Logo button. In
the Insert Picture dialog box, navigate
to the student data files for this project.
Select acc03_WaterLogo, and then click
OK to insert the control.
L*rt.Firtt.<cC3.Wt. Database- FAAccess Chapter J\Last_Fir*t_a<c03_Watef.ee<db (...
FORM LAYOUT TOOLS
CREATE
You can format values so that when

a condition is true, the value will be
formatted differently than when the
condition is false.
1. If it is not already open, open Water Bills
Form in Layout view.
HOME
Event
Caption
Visible
width
Height
Top
Left
Back Style
Back Color
Border Style
Border Width
Border Color
Special Effect
Font Name
Font Size
Tet Align
Font Weight
Font Underline
Font Italic
Fore Color
Line Spacing
Hyperlink Address
Hyperlink SubAddress
Hyperlink Target
Gndllne Style Top
Gndllne Style left
Gndllne Style Right
Gndllne Width Top
Gndllne Width Bottom
Gridline width Left
Gridline Width Right
TnnMmnm . ______ __
Other
All
water Bills Form

1.9575'
0.375'
0.04170.0417'
Transparent
Background 1
Transparent
Hairline
Tent i, lighter 50%
Flat
Calibri
Transparent
Transparent
Transparent
Transparent
SKILL 4: Add Controls and C onditional Formatting

8. In the conditions list, click less than.
Click in the third box, and then type 0
9. In the New Formatting Rule dialog box,
click the Font color arrow |A -I and

then click the second color in the last
row Red.
10. In the dialog box, click the Bold button
[b], and then preview the conditional
formatting, as shown in Figure 3.
11. Click OK two times to accept the changes
and close the two dialog boxes. Click
Save m and then on the Home tab, click
the View button to switch to Form view.
Alternately, on the status bar, click the
Form View button E l .
Figure 3
12. On the Navigation bar, click the Last

record button [w]. In the Paid Date field,
type 13-Aug-14 Press |Enter |, and then
in the Amount Paid box, type 70 Press
1Enter |, click in the Amount Due box to
deselect the text, and then compare your
13. Press (*), type snip and then press
Enter |to start the Snipping Tool. In the
Snipping Tool window, click the New
arrow, and then click Full-screen Snip.
14. Click the Save Snip button |yj. In the
Save As dialog box, navigate to your
Access Chapter 3 folder, save the snip as
Last_First_acc03_WaterSnipl and then
Close B
the Snipping Tool window.
1 5 .
Save [Bj the design changes, and

then Close [x] the form.
507
SKILL 5: Use the Form Tool | | *jj03'5

You can use the Form Tool to quickly
create a form for any table or query that is
selected in the Navigation Pane.
1. Click the Database Tools tab, and
then click the Relationships button.
Drag the AccountNumber field from
the Residents table, point to the
AccountNumber field in the Water Bills
table, and then when the ] displays,
release the left mouse button.
2. In the Edit Relationships dialog box,
select the Enforce Referential Integrity
check box. Compare your screen with
Figure 1, and then click Create.
The Residents and Water Bills tables need
to have a one-to-many relationship so that
each resident's account information can be
linked to their monthly water bills.
3. Close [x ] the Relationships tab.
Figure 1
4. In the Navigation Pane, select the
Residents table. Click the Create tab, and

then in the Forms group, click the Form
button to create a one-to-many form.
Compare your screen with Figure 2. If
necessary, Close [x] the property sheet.
When a one-to-many relationship exists,
a main form and subform will be created
when you use the Form Tool. In a one-tom any form , the main form displays in
Single Form view, and the related records
display in a subform in Datasheet view.
Here, a single resident displays in the main
form, and that resident's monthly billings
display in the subform.
fel
HOME
views
CREATE
"""fo w Tlm O U TTO O ^""""""

EXTERNAL DATA
DATABASE TOOLS
; r n a ^ s D
i _ i P
Insert
Image *
_
E5 Date and Time
Add Existing Property

Reids
Sheet
Headei/Footer
Tools
Tables
ZD Residents
3
Account Number f i l l 8-435018
Water Bills
5 New Payments Query
Main form for a

single resident
Last Name
; Claybourne
First Name
I Mike
Street
j 5 8384 N Snowberry Ct
Apt
Zip
! 9 3463-6258
Phone
(805) 555-4194
W ater Meter

Figure 2
| A9171558
BillingDate
Rate -
166
30-Apr-13
0.23
231
31-May-13
300
371
524
30-Jun-13
31-Jul-13
31-Aug-13
30-Sep-13
0.25
0.25
0.25
604
31-Oct-13
1 of 15 j l
0.27
Usage *
Billing
128
136
58
36
77
41
$29.44
$34.00
$14.50
$9.00
$20.79
$11.07
161
*>.
Search
$40.25
co nn
All Access Obje...
Record M
L*st_Frrst_cc<U_VVatef Database- fAAftessChapter J\Last_First_ecc03_Wtei.<cdb (_
FORMAT
Controls
Subform for monthly

billing cycles
ARRANGE
t i i M
Theme*
BillinglD
508
DESIGN
Paid Date
23-May-13
23-Jun-13
02-Jul-13
27-Aug-13
21-Sep-13
26-Oct-13
18-Nov-13
fVL.lan.14
Amount Paid AmountDue $0.00

$29.44
$34.00
$14.50
$9.00
$20.79
$11.07
$40.25
nn
SO.OO
$0.00
SO.OO
$0.00
SO.OO
SO.OO
cn nn
Audited
SKILL 5: Use the Form Tool

Si
|j|j|S |j
m
HOME
FORM IAYOUT TOOlS
"
EXTERNAL DATA
CREATE
DATABASE TOOlS
DESIGN
ARRANGE
Las_Firet_acc03_Water: Database- FAAccess Chapter 3\Last_First_ac<03_Water.aecdb (...
FORMAT
5? Logo
( .A a | BColors
Bg
Q Title
View
Themes [jjfo n ts *
Header / Footer
Views_______ Themes__
All Access Obje... ||

fi j
Resident Water Billings
S |
Aspen Falls Utilities
Seorefi.
Tables
---------------- ' -------
5D Water Bills
Date control
Title control
with tw o lines
Residents
6. In the Header / Footer group, click the

Date and Time button. In the Date and
Time dialog box, select the middle date
dd-mmm-yyoption button, clear the
Include Time check box, and then click
OK.
it Number ; 1118-435018
Hew Payments Query
j Claybourne
Logo control
Water Bills Form
Zl
Z1
picture changed
: 58384 N Snowberry Ct
Apt
Zip
Phone

Title button to select the text in the
form's Title control. Type Resident Water
Billings and then press fCtrTI + [Enter |to
insert a new line in the control. Type
Aspen Falls Utilities press |Enter |to finish
editing the text, and then compare your
(805) 555.4
W ater Meter
BillinglD > BillingDate *
166
231
300
371
30-Jun-13
31-Jul-13
445
31-Aug-13
524
30-Sep-13
604
31-O rt-U
JM& ____ VLWrm-IS. .
1;
I Record: M
I Record: M
Rate
30-Apr-13
31-May-13
Amount Paid -
Amount Due *
0.23
128
0.25
0.25
0.25
0.27
usage *
136
58
36
Billing
$29.44
$34.00
Paid Date 23-May-13

23-Jun-13
$29.44
$34.00
SO.OO
$0.00
$14.50
$9.00
02-Jul-13
27-Aug-13
$14.50
$9.00
$0.00
$0.00
77
41
0.27
0.25
161
n_M _____ 2T
$20.79
$11.07
$40.25
<u nn
21-Sep-13
S20.79
2&-Oct-13
18-NOV-13
(VUlan.1/1
$11.07
$40.25
<n nn
SO.OO
$0.00
$0.00
<n nn

Footer group, click the Logo button, and
then use the Insert Picture dialog box
to insert acc03_WaterLogo as the form's
logo.
Audited
____ n _
1 ot 126
To change text in a control, you need to be

in Edit mode. As you type in Edit mode,
the Title control adjusts its size to fit the
new text.
Figure 3
>-
'
HOME
FORM LAYOUT TOOLS
"
CREATE
EXTERNAL DATA
JY FormHeadei
^ Select All
9?
B
A -
Selection
Tables
Formatting
S %
.11 vi
ARRANGE
Last_First_acc03_Water: Database- FAAccess Chapter 3\Last_First_acc03_Water.accdb (...
FORMAT
Q
*
Image- Row Color-
Font
All Access Obje... jf

Search-
DESIGN
DATABASE TOOLS
Skills for Success p O
Tfc';
Shape Fill -
8 .
^
l?J
Shape Outline Chuck Change i. onditional
Styles - Shape Formatting ^ shaP * * * * * '
Control Formatting
Residents
>
ZD Residents
[3
Water Bills
Queries
Account Number [ 1118-435018
Forms
31
water Bills Form
9. In the header, click a blank area to
New Payments Query
Last Name
Claybourne
St
First Name
the right of the form title to select

the entire header. On the Format
tab, in the Font group, click the
Background Color arrow
- , and then
click the last color in the second row
Teal, Accent 6, Lighter 80%. Compare
Form header
selection border
Mike
Apt
Zip
(805) 5 5 5-4 )9 4
W ater Meter
BillinglD .
BillingDate
166
30-Apr-13
231
31-May-13
300
371
30*Jun-13
31-JUI-13
445
524
31-Aug-13
30-Sep-13
604
fittA
Amount Paid *
A m ountDue -
128
$29.44
23-May-13
$29.44
136
$34.00
$14.50
23-Jun-13
S34.00
$0.00
$0.00
Rate * Usage
0.23
0.25
0.25
0.25
0.27
0.27
31-OCM3
0.25
3n.Nnu.1l ___n5s.
58
Billing
36
$9.00
77
41
$20.79
161
$11.07
$40.25
<ann
Paid Date -
02-Jul-13
27-Aug-13
$14.50
$0.00
$9.00
$0.00
21-Sep-13
26-Oct-13
$20.79
$11.07
SO.OO
$0.00
18-NOW-13
fM.lan.lA
$40.25
<a nn
$0.00
Audited
10. Click Save [B,|. In the Save As dialog
box, type Residents Form and then press

Leave the form open for the next
skill.
[E nter].
_____ ________
I Rero'd l<
J Record; m
With the Title control still selected, click

the Format tab. In the Font group, click
the Font Color arrow IA -| and then
click the last color in the first rowTeal,
Accent 6.
1 of 126
Figure 4

509
SKILL 6: Work with Tabular Layouts | | AV IDC CE O3 -6

Forms created with the Form tool use a
tabular layouta layout in which the
controls are positioned as table cells in
rows and columns. You can insert, delete,
and merge columns and then position
controls within these tables as needed.
i t AccounlNumb Select All
Tw Ctn MT (Detail)
B
Selection
_______
/> j
Tables
s %
Queries
Number
Shape Fill -
as
^ Shape Outline Quick Change Conditional

Stylo - Shape - Formatting
^ P *tf,etU
Control Formatting
Background
Image * Row C
Background
\_
ft
New Payments Query
Lost Me
*1
Residents Form
First
Water Bills Form
berry Ct
Field w ill align with

the Usage column
border to display the Q pointer. Drag

the right border to the left. When the
column is aligned with the Usage
column in the subform as shown in
Figure 1, release the left mouse button to
resize the entire column. (You will resize
the subform later in this skill.)
3. With the Account Number text box still
selected, click the Arrange tab. In the
Rows & Columns group, click the Insert
Right button two times to insert two new
columns.
j W ater M ole.
5. Repeat the previous technique to move

the WaterMeter text box A9171558
into the blank cell to the right of the
Water Meter label. Compare your screen
with Figure 2.
BillingDate
166
231
300
371
445
524
604
Rate -
Usage
30- Apr-13
31-May-13
30-Jun-l3
31-Jul-13
0.23
0.25
0.25
0.25
31-Aug-13
30-Sep-13
31-Oct-13
an .N o .u
0.27
0.27
128
136
58
36
77
41
0.25
__n
161
M
$29.44
23-M ay-13
23-Jun-13
02-Jul-13
27-Aug-13
$34.00
$14.50
$9.00
$20.79
$11.07
$40.25
< ana
Amount Paid * Amount Due

$29.44
$0.00
$0.00
$34.00
$0.00
$14.50
$9.00
$20.79
$11.07
$40.25
efinn
21-Sep-13
26-Oct-13
lS -Nov-13
$0.00
$0.00
u
u
$0.00
$0.00
11
_f t i f l n . ___ C L
Figure 1
| i
FORM IAYOUT TOOlS
EXTERNAL DATA
HOME
Meter, and then with the [5] pointer, drag

and drop the label into the first cell in the
first blank column.
; A917155 8
BillinglD -
4. Point to the label with the text Water
Gridlines Stacked Tabular

Table
Store*Tables
3
Residents
Water Bills
Queries
jp Hew Payments Query
DATABASE TOOLS
DESIGN
_ Select Column
Insert Insert Insert Insert
Above Below Left Right e D Select Row
ARRANGE
i fin
Rows a Columns
All Access Obje...
Residents Form
31
Water Bills Form
Last_F'rrst_acc03_Water: Database- FAAccess Chapter 3\Last_First_acc03_Water.accdb (...
5?
sa.
Move Move
Up Down
Move
P \

W aterM ete r
I Account Number 11118-435018
A9171558
A j
j lost Nome
Claybourne
First Name
5 8 3B 4 N S n o -.b e r.y C t
; Street
Label and text

j Apt
box moved to
new columns
| Zip
j Phone
(80 5)55 5-41 94
V _
7. Double-click the Last Name label, change

the label text to Last / First Name and
then press [Enter].
Old position of
label and text box
Subform
is truncated
m -----------j i - j u i - u ------- n
30-Sep-13
31-Oct-13
u u in u .i a
| Record: M
I Record. K
Figure 2
1 of 126
1 of 1$
* >
0.27
0.25
n
ii
10
Control Control Anchoring

Margins * Padding Position
^51 Residents Form\
ft j
Skills for Success
FORMAT
Split
Split
Vertically Horizontally
Merge/Split
Forms
6. Move the First Name text boxMike

into the blank cell to the right of the Last
Name text box.
Horizontal
resize pointer
Reitdenls
2. Point to the selected control's right
&
\J
Formatting
-j
* Font
] Residents form
All Access Obje...

Stven,
1. With Residents Form open in Layout

view, click the Account Number text box
to select the control.
510
Skills for Success
S I Watei Bills
Last_Flrst_acc03_Water. Database- KAcceis Chapter 3\Last_Flnt_a03_Water.accdb
FORM IAYOUT TOOlS
SKILL 6: Work with Tabular Layouts

B
*> -
o>
HOME
FORM LAVOUT TOOlS

CREATE
EXTERNAL DATA
DATABASE TOOLS
I Select layout
S i 91 ES SI! Select Column

Table
__________
All Access Obje...

Seoftn.
Tables
Insert Insert
Left Right 118 Select Row
Rows & Columns
I 3j ] Residents Form\
DESIGN
|E 5J
Merge
f-
ARRANGE
fg T ]
Last_First_acc03_Water. Database- F:\Access Chapter 3\LMt_First_acc03_Water.accdb (...
FORMAT
g g
S4
Split
Split
Vertically Horizontally
Merge / Split
Move Move
Up
Down
Move
Control Control Anchoring

Margins Padding Position
D Residents
S3 water Buis
Queries
Account Number | 1118-435018
Forms
31
Claybourne
Mike
4 -------------
Street / Apt
31 water Bint Form
Zip / Phone
| 93463-6258
^tin
BillingDate -
(805) 555-41?
Rate
3C-Apr-13
31-May-13
Label text
changed
0.23
1
1
0.25
0.27
0.27
31-Aug-13
30-Sep-13
31-Oct-13
15
10. In the third row, click the First Name

label. On the Arrange tab, in the Rows &
Columns group, click Select Row. With
the row selected, press |Delete |to remove
the unused row from the table.
Two empty cells

in subform row
usage
0.25
0.25
30-Jun-13
31-Jul-13
the Zip text box, and then change the Zip

label text to Zip / Phone
Text boxes moved

to new rows
and columns
ft
Residents Farm
9. Move the Phone text box to the right of
| A 9171358
ft
5 1 New Payments Query
0.25
ft.35.

delete the unused Apt and Phone rows.
im
Figure 3
I B
'
'TlfeB
H
HOME
[S |
View
'
FORM LAYOUT TOOlS
CREATE
EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
Last_First_acc03_Water: Database- FAAccess Chapter J\Last_First.acc03.Water.accdb (...
FORMAT
J j Colors *
Them H F o nts -
:b
| ]
4 ) 1 0 ,0
Insert
_
Date and Time

Fieldl
Sheet
Header / Footer
All Access Obje... 7 1)3

StortnTables

'Z3 Residents
3
Water Bills
Column width
11118-435018
Queries
g 3 Mew Payments Query
31 Residents Form
i Street / Api
38384 N Soowhor^ C!
j Zip / Phone
93463 6238
Water Bills Form
BillinglD .
Record.
<
30-Apr-13
231
31-May-13
300
371
30-Jun-13
31-JUI-13
445
31-Aug-13
524
Last column's
w idth increased
Billing
$29.44
Paid Date
23-M*y-13
Amount Paid *
$29.44
S34.00
23-Jun-13
$34.00
$14.50
02-Jul-13
S14.50
S9.00
0.23
0.25
128
136
0.25
58
0.25
36
$9.00
$20.79
27-Aug-13
0.27
77
21-Sep-13
$20.79
Amount Due *
$0.00
$0.00
$0.00
SO.OO
$0.00
Audited
d ia l
30-Sep-13
0.27
41
$11.07
26-Oct-13
$11.07
SO.OO
604
31-Oct-13
0.25
161
$40.25
18-NOV-13
$40.25
$0.00
________ nw
1 of 15
12. In the row with the subform, click in the

empty cell on the right, and then in the
Rows & Columns group, click the Insert
Right button two times to add two new
columns. Click the Select Row button,
and then with the five cells selected, in
the Merge / Split group, click the Merge
button.
13. In the main form, click the
PhoneNumber text box to select it. On
the Design tab, in the Tools group, click
the Property Sheet button, and then
change the Width value to 1.2"
14. Click in a blank cell in the last column,
and then in the property sheet, change
the Width value to 3.2" Close [x ] the
property sheet, and then compare your
(BOS) 533-4194
BillingDate Rate * Usage
166
71338
increased
' Claybourne
3)
8. In the fifth row, click to select the Apt text

boxit has a blank value. Drag to move
the control into the empty cell to the right
of the Street text box. In the first column
of the same row, change the Street label
text to Street / Apt
15. Click Save [Bj, and leave the form open

for the next skill.
n :______
Search
Row cells merged

into one cell
G 23d
Figure 4
Create Forms
511
SKILL 7: Add Input Masks [V jO ^ o "7

An input mask is a set of special
characters that control what can and
cannot be entered in a field.
+>
C*
HOME
n
FORM LAYOUT TOOlS

EXTERNAL DATA
DATABASE TOOLS
DESIGN
Fonts-
Tables
i HLSJ
Input Mask Wizard
Property Sheet
Selection type: Tot Bo-
the Try It box.
Format
To dunge the Input Mask lot, dK* the Edit List button.
Queries
Phone Number
New Payments Qu
33
Residents Form
31
Water Bills Form
58384 N
; Zip / Phone
Input Mask:
Data Look:
{Social Secunty Number

Z<cCode
Extension
831-86-7180
98052-6399
632 IS
j Try It:
The Try It box displays a sample of the

input mask in which you can try entering
sample data. Placeholder characters
are the symbols in an input mask that are
replaced as you type data into the field.
Here, the parentheses, space, and hyphen
are in place, and number signs display
where each number can be typed.
ord k
0.25
0.25
0.27
30-Jun-13
31-JUI-13
31-Aug-13
30-Sep-13
31-Oct-13
u u i o u .u __
S8i
36
$14.50
$9.00
$20.79
$11.07
77
41
161
0.27
0.25
n
$40.25
Aa^tn.
02-Jul-13
27-Aug-13
21-Sp-13
26-Oct-13
lB-Nov-13
__ M
*} -
C*
HOME
SI 3
View
s
CREATE
FORM LAVOUT TOOLS

EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
$14.50
$9.00
$20.79
$11.07
S40.25
_____ CSJQQ_________
n Chapter J\Lt_Rist_rt
Lajt.FifSt.a
Skills (or Success
Themes ( 2 Fonts-
All Access Obje... <

Store*.
Tables________
3
Residents
[3
water Blits
p i
( 1-090
insert
mage -
Till*
_
a,e ,n<* Time
Resident Water
Do you want to change the input mask?
Aspen Falls Utilitie
Input Mask Name:
user Defined
Input Mask:
;t(9j0CKW00
Account Number
H 18-435
Queries
Property Sheet
Selection type Text Boi
Format 0*1*
What placeholder character do you want the fi<
Lost / First Nome
Claybourn
Placeholder
l=5| Residents Form
Street / Apt
58 38 4 N J
character arrow
31
Zip / Phone
93463-62
3 New Payments Query

Forms
Water Bills Form
Billing Date
30-Apr :
3Q-Jun-13
31-Jul-1B
31-Aug-13
30-Sep-13
31-00 -1 3
Figure 2
Control Source
Text Format
input Mask
Default value
validation Rule
validation Text
Filter lookup
Enabled
locked
<Badc
|d Mext>
Amount Out
|
SO
31-May]
bo m
Input Mask Wizard
Residents Form
166
so
So
FORMAT
B C a te rs -
BillinglD
Input Mask
Build button
Search
1 of 15
vlt:
512
Database Default
Figure 1
4. In the Try It box, click the first number

sign, and then watch the box as you type
10 digitsany digit can be typed in this
preview.
*H
SO
$0
so
30-Apr
371
445
524
604
3. With Phone Number selected in the

Input Mask Wizard, click Next. Click the
Placeholder character arrow, and then
click the number sign (#). Click in the Try
It box, and then compare your screen
with Figure 2.
Other
Amount Due
31-May
300
en
[""
Billing Date
166
Data
Control Source
Text Format
input Mask
0'ult value
validation Rule
validation Text
Filter Lookup
Enabled
locked
| 93 463-62
BillinglD *
Date and Time
Aspen Foils Utilitie
Water Bill!
00
Q Title
jt mask- matches how you want data to look?
u 3 Resident
51
Skills for Success
^ H e ad e r/Footer
Input Mask
Wizard
F-\A<<m Chapter ^l*a_Fim_ccOJ_W*i#i tcme (
Lt_Firct_aecC3_WatM
FORMAT
D ^ , @ H 1 S ] izb0
ao s
input mask selected
2. In the property sheet, click the Data tab.

On the property sheet Data tab, click
Input Mask, and then click the Build
button | |that displays in the box.
ARRANGE
$?Logo
H Colors
Theme*
1. With Residents Form open in Layout

view, click the Phone text box. On the
Design tab, in the Tools group, click the
Property Sheet button.
CREATE
Sample of input
mask with place
holder characters
02-JUI-13
27-Aug-13
21-Sep-13
26-Oct-13
18-NOV-13
$14.50
SO
$9.00
S20.79
$ 1 1 .0 7
$40.25
SO
$0
SO
SO
Event | Other |
AH
Phone
Plain Tt
Database Default
SKILL 7: Add Input Masks

')
C*
HOME
E H
[S |
View
B Colon
Themes Q ] fonts-
Vlews
FORM LAYOUT TOOLS

EXTERNAL DATA
CREATE
DATABASE TOOlS
SiE A a s
DESIGN
ARRANGE
ij^Water.accdb (...
H I H 31 01 0
1 S3 p h
cm
Q Title
_
Date and Time
Insert
image
Add Existing >ropefty

Fields
Sheet
Input Mask Wizard
All Access Obje... j

ft
Residents
Water Bills
Parentheses and
Resident Water Bil| Howdo youwant to store the data?

O WNb * * symbol* *i the mask, like the:
Aspen Falls Utilitiie C
P ;
Tables
hyphen w ill be stored
(655) 3J7-0776
Queries
Lott / Fit It Name [ Cioyboum

Street / Apt
GS Residents Form
Water Bills Form
1383ft.
Zip / Phono
I Retold, m
6. Select the With the symbols in the mask

option button, dick Next, and then click
Finish.
Only the digits w ill

be stored in the
Residents table
193463-62
BillinglD
in the Residents table
(fiJKSSiit dWlsymBS^^rnai^fiitft:
Account Number | 1118-435

*
"p New Payments Query
BillingDate
300
371
30-Jun-13
31-Jul-13
445
524
31-Aug-13
30-Sep-13
604
31-OCT-13
an.fUmr.1 a
|d *
Amount Du<
> .
SO
so
0.25
58
$14.50
02-Jul-13
0.25
0.27
36
77
41
$9.00
$20.79
27-Aug-13
21-Sep-13
$14.50
$9.00
$20.79
$11.07
$40.25
ca nn
26- Oct-13
lS-Nov-13
rwt.l3n.1y1
$11.07
$40.25
____ Ca nn
0.27
0.25
161
XI
In the property sheet Input Mask box,

special characters have been inserted. These
characters are needed for the input mask to
perform correctly.
So
so
$0
so
_____fin
7. Select the Zip text box, and then use the

property sheet to start the Input Mask
Wizard. In the Input Mask Wizard, click
Zip Code, and then accept the wizard
defaults by clicking Finish.
1 of 126 ;
Figure 3
Last_First_ace03_Weter Database- FAAccess Chapter 3\Last.First_acc03_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
W
z i Ascending
& Formal Painter

n________ Olpboaid

SeoWiTaMes
a x
Is for Success - n
DATABASE TOOLS
IV Selection-
[T^, nB New
i i Descending
Filter
Âdvanced*
_
I * Remove Sort Toggle Filtei
X Tctah
'
Jsave
^Spelling
Refresh
* | | . X Delete * ^ M o ic
___________ Sort & Filter
J it
Replace
Find
* Go To*
.
Select -
Records
-* f e
B
Find
'
m
m -
Tent Formatting
581 Residents Form \
Z 3 Residents
3
Water Bills
Account Number j 4 420*209636
New Payments Queiy
31 Water Bills Form
Lat / First Nams
Buizer
Street / Apt
46521 N Landmark Ct
Zip / Phone
Rate
Uwge *
"
PaidDate *
Phone input
by Zip Code
AmountPaid AmountDue -
01-Feb-13
Mar-13
$17.23
50.00
50.00
i-Apr-13
S14.95
50.00
$7.39
S920
50.00
mask
May-13
^Jun-13
S16.25
50.00
JO-Jun-13
IT S
$14.00
17-Jul-13
S14.00
50.00
31-Jul-13
ai.A irn.ia
0.23
_ft.1T-
S35.25
CUT*
06-Aug-13
1 1 .tW I.tl
$33.23
50.00
input mask
9. Click the View button to switch to Form

view. In the main form's Navigation
barthe lower Navigation barclick the
Last record 0 button. Click in the left
side of the Zip box, and then watch as
you type 934649388
11. Watch the Phone field as you type the

rest of the phone number: 045556894
64^3E
Hyphen inserted
8. Close [x] the property sheet, and

then Save [B] the form.
10. Press Enter |to move to the Phone box,

type 8 and then compare your screen
with Figure 4.
j Ad54 42 5
Quenis
31 Residents Form
5. Click Next, and then compare your

The Phone Number input mask has one
option that stores the number, parentheses,
space, and hyphen in the table; the other
option stores only the digits in the phone
number.
Themes
Search-
L*st_Fnst_atdU_Water - Database- h\Acctss Chaptet 3\Last_Fi.
FORMAT
Audited
The input mask converts the digits to (804)

555-6894 and stores that value in the table.
12. Leave the form open for the next skill.
__n_
Hi
| Record: H < 126 Of 126
Figure 4
513
SKILL 8: C hange Data in One-to-Many Forms

In a one-to-many form, you can work with
the data from two tables on a single screen.
Si
*> -
1. If necessary, open Residents Form in

Form view.
2.
Using the technique practiced in a

previous skill, use the Find and Replace
dialog box to navigate to the record for
Account Number 4367-618513 and then
close the dialog box.
CREATE
EXTERNAL DATA
___w
6isc
Last_First_acc03_Wler: Database- FAAccess Chapter ?\Last_First_acc03_Water.accdb (Access 2007 - 201J Til* for.-
FORM TOOlS
HOME
Filter
Formal Painter
l i Ascending
T Selection -
__________
11 Descending
^ _______
Advanced *
mr; New
T Totals
AA
S Seve
Spelling
Refresh
AH X Detete *
More
Remove Sort y Toggle Filter
- V Replace
3- 3

"FI
3 Mater Bills
V &
3 ) Residents Form
P
S8
Residents
Tent Formatting
All Access Obje...
Calibn
- * Go To
Find
1^ Select
I________ Clipboard_______ r
StOK*Tables
Skills for Success 1
DATASHEET
DATABASE TOOlS
j W o w M tr
Account Mumber |4 3 6 7 -6 1 8513
New Payments Query
lot / First Nome ; Mlddents
30
Residents Form
Street / Apt
93 88 2 S Allumbaugh W ay
31
Water Bills Forn
Zip / Phone
93463-6625
| B6747824
Record for Account
3. In the subform datasheet for Lizzette

Middents, dick in the third record's Paid
Date cell, and then type 13-Aug-14
Number 4367-618513
in main form
BillinglD
9
*
BillingDate
Rate *
1266
1346
31-May* 14
30-Jun-14
1426
(New)
31-Jul-M
Billing
Usage *
0.33
0.35
038
56
184
21
Paid Date *
AmountPaid * AmountDue *
13-Jun-14
$18.48
$64.40
S7.98
$18.48
$64.40
12-JUI-14
13-Aug-14
$0.00
SO.OO
$7.98
J
4. Press 1Enter |, and then in the Amount

Paid cell, type 7.98 Press |Enter |, and then
Audited
Payment for 13-Aug-14

added to subform
A payment from Lizzette Middents has just

been recorded in the Water Bills table.
5. In the main form's Navigation bar,

click the Next record button []. In the
subform Navigation bar for Pei Butzer,
click the New (blank) record button [^ ]
to scroll to the bottom of the datasheet
and create a new record.
Figure 1
t r -fi-v ;-:
-----------CREATE
FORM TOOLS
EXTERNAL DATA
IK
Filter
f Format Painter
6 . Press |Enter |, and then in the Billing
Date cell, type 31-Jul-14 Press 1Enter |, and

type 0.38 as the Rate. Press Enter |, and
then type 83 as the Usage. Press |Enter |
to update the Billing and Amount
Due columns, and leave the rest of the
row blank. Compare your screen with
HOME
* i Ascending
T Selection -
Xi Descending
^ 3 Advanced
I f Remove Sort T Toggle Fihei
last_FIrat_acc03_Water: Database- F:\Access Chapter 3\last_First_ace03_Water.eccdb (Access 2007 - 2013 file for...
DATASHEET
DATABASE TOOLS
2
Refresh
^ jj. >
Totals
Save
5 Spelling
_
.....- L JM ore-
A*
V Replace
^ ^
- * Go To *
Ct Select*
Records
All Access Obje...
fi
Tables
Residents
SI
Water Bills
Account Numb*
- I
'
3=
Tent Formatting
Find
44 20-209636
Record for
tost / First Mama j Butzer
Pei Butzer
Street / Apt
46521 N Landmark Ct
Zip / Phone
93464-9388
Water Bills Form
2 3 Residents Form
lrri_
3
(804) 555-6894
Figure 2.
Billing 10 -
BillingDate -
936
1019
1102
1185
1267
1347
1428
w
HMMIIII
Record. It t 19 Ol 19
31-Jn-14
28-Feb-14
31-Mar-14
30-Apr-14
31-My-14
30-Jun-14
31-JUI-14
Rats *
0.23
0.24
0.25
0.30
0.33
0.35
038
Usage *
21
18
3
19
92
147
83
Billing
$4.83
$4.32
$0.75
$5-70
$30.36
$31.45
Paid Date
19*Feb-14
12-Mar-14
12-Apr-14
15-May-14
08-Jul-14
23-Jul-14
Am ountPaid AmountDue
$0.00
$4.83
$0.00
$4.32
New record (your Billing ID Auto

Number value may be different)
Continue to the next page to complete the skill !>

Figure 2
514
Skills for Success - ^ ^
$0.75
$5.70
$30.36
$51.45
SO.OO
Audited
$0.00
$000
$0.00
$0.00
$31.54
SKILL 8: C hange Data in One-to-Many Forms

7. In the main form's Navigation bar, click
the New (blank) record button [^ ] to
create a new Resident record.
Account Number
4421-879567
Water Meter
C4847198
Last Name
Bransom
First Name
Alfred
Street
12133 S Azure Ln
Apt
A110
Zip
93464-5635
Phone
(805) 555-2685
8. In the main form, enter the data shown in
Figure 3, pressing IEnter |to move to each

text box.
Figure 3
J
HOME
CREATE
FORM TOOlS
EXTERNAL DATA
OATABASE TOOLS
1 Ascending
View
Paste
Copy
Fo'fnai Paintei
T Selection
Descending
Fitter
'ta Advanced -
?# Remove Sort T Toggle Fittei
Last_First_acc03_Water: Database- F:\Access Chapter 3\Last_First_acc03_Water.accdb (Access 2007 - 2013 file for..
DATASHEET
[Q ,
Skills for Success | H |
t s Nev.
X Totals
1 * jJ? Save
Spelling
Refresh
_
. X Delete * @ M ore
Replace
Find
Calibri
GoTo*
B
b Select*
'
Views________Olpboard
-1

S3 Residents
S3 Water Sills
Account Number
4421 -879567
New Payments Query
Lcwt / First Name
Bransom
I W ater M *te r
Residents Form
Street
12133 S Azure Ln
Water Bills Form
Zip / Phone
[C 4 84 71 98
Queries
,-:5
3
Apt
||* 1 1 0
93464-5635
Billing 10 9
Billing Date -
1429
(New)
31-Jul-14
New Resident
record
__
Alfred
11. Close [x] the form.
(805) 55 5-2685
Rate *
0.38
usage 27
Billing
S
Paid Date *
Amount Paid -
Amount Due -
SO-00
SO.OO
S lO .2 6
Audited
In this manner, a one-to-many form can

add records to two tables. Here, a new
resident was added to the Residents table,
and then the first billing for that resident
was added to the Water Bills table.
10. Repeat the skills practiced in a previous
skill to start the Snipping Tool and create
a Full-screen Snip. Save the snip in your
chapter folder with the name Last_First_
acc03 VVaterSnip2 and then Close |
Ie*t Formatting
Tables
9. In the subform for Alfred Bransom, click

in the first row Billing Date cell. Type
31-Jul-14 and press |Enter |. In the Rate
cell, enter 0.38 and then in the Usage cell
enter 27 Press |Enter |and then compare

,
A L
Record i
1 of 1
Search
New Water
Bills record
______
..
. .
| Retold, H i127 of 127
Figure 4
515
SKILL 9: Create Forms from Queries | I Cô'9

& H 5 3 ~----------------
When you need to edit data for a specific

subset of data, you can base the form on a
query
11
A form based on a query displays only the

records returned by the query's criteria.
HOME
CREATE
EXTERNAL DATA
f_____
e ffi! + !
QUERY TOOlS
<3D Union
Last.Fint.acc03.Watn. Database- F:\Access Chapter 3\Last_First_acc03.Water.eccdb (Acces
Pass-Through
.
T,hi
K Data Definition
Show
Table
Insert Rows
ut Insert Columns
Delete Rows
X Delete Columns
_
Return. All
^ Builder
Query Type______
New Payments
Query
- 2013 file form...
Skills for Succe
DESIGN
DATABASE TOOLS
0 P'ope'ty Sheet
Totals Parameters
H Table Names |
Show/Mlde
Query Setup
New Payments Query

Water Bills
Tables

right-click New Payments Query, and
then from the shortcut menu, click
Design View. If the property sheet
displays, Close [xj it.
Resident!
SS
Water Bills
# AccountNumbe
LastName
FirstName
Street
*pt
Zip
Queries
Mew Payment! Query
Forms
m
Residents Form
31
Water Blllt Form
2. In the AmountDue column Criteria cell,

type >0 and then compare your screen
with Figure 1.
9 BillinglD
AccountNumber
BillingDate
Rate
usage
Billing
PaidDate
AmountPaid
AmountDue
Audited
Field:
Table:
Sort
Show:
Criteria:
In the New Payments Query, fields from

two related tables are selected. The criteria
will filter only those records for which an
amount is due.
3. Click Save [Sj. On the Design tab, in the

Results group, click Run to display 50
records. Close [xj the query
4. Under Queries, verify that New
Payments Query is selected. Click the
Create tab, and then in the Forms group,
click the Form button. Compare your
The form displays all the fields from the
select query. In this manner, you can build
forms with fields from related tables in
Single Form view or filter data by adding
criteria to the query.
AmountDue
Criteria cell
Figure 1
C*
HOME
FORM LAYOUT TOOLS
CREATE
EXTERNAL DATA
DATABASE TOOLS
aView Themes
E @ lFontsv
Vltwt
toreft-
P j
Tables
3
Resident!
=51 New Payments Query \
_ ] New Payments Query

AccountNumber | 1173-464142
Watei Bills
8
3 J New Payment! Query

Forms
a
Form built
from query
last Nome
Fin* Name
Billing Date
| 3 1 -Ju ki4
Billing
| >48.26
Paid Date
Amount Paid
Amount Due
[ $48 26
50 records from
query are available
Figure 2
516
Last_Fit_acc03_Water: Database- F:\Access Chapter 3\Last_First_acc03_Water.accdb (...
FORMAT
?5
Skill* for Succcss * ^
IS
Insert
mag*
5_)1Title
090
* Date and Time
Header / Footer
All Access Obje... |
31
ARRANGE
i n ta
Themes
Queries
DESIGN

Fletd,
Sheet
Last_Flre1_acc03_Water: Database- F:\Access Chapter 3\Last_First_acc03_Water.accdb (Access 2007 - 2013 file format) - Access
HOME
JJh
EXTERNAL DATA
CREATE
i i Ascending
Cut
3 Sfecopy
Paste
>Y format Painter
Fillet
'
' Selection
Selection-
I i Descending 'fa Advanced

a Remove Sort T Toggle Filter
[Fî
| ^ j >
New
S Save
Refresh
411. A Delete
251. Totals
Totals
AA
Spelling
___
* E^More*
-+ Go To Find .
ft Select -
"P
5-
^ 3 New Payments Form
g W J New Payments
P
*
1 3 R|idanti
3
Tent Formatting
All Access Obje...

Tables
fSe Replace
Clipboard
Start!1-
Skills for Success - n
DATABASE TOOLS

click the Property Sheet button to open
the sheet. Verify that the first text box is
selected, and then on the property sheet
Format tab, change the Width value to 4"
Close [x] the property sheet.
Account Number [ l l 73-464142
6. Repeat the technique practiced
Water Bills
Queries
St
3 3 New Payments Quary

Forms
31 New Payments Form
Last Name
Wllklson
Firit Name
Jets
BillingDate
[3 1 -Jul-14
Billing
| $48.26
-ni
*-11 Rendenti Form

31 Water Bills Foim
previously to insert the acc03_WaterLogo

file as the form's logo, and then change
the Title control's text to New Payments
Completed
form
Paid Date
Amounr Paid
SO.OO
Amount Du
$48.26
7. Insert a Date and Time control with the
middle date dd-mmm-yyoption

button selected and the Include Time
check box cleared.
8. Click Save [Bj. In the Save As box, type
New Payments Form and then press

Enter ] .
9. Click the View button to switch to Form
view, and then compare your screen with

Figure 3
Figure 3.
10 . Find the record for Account Number
aE n * > -
->
HOME
^
View
Paste
Last_First_acc03_Water s Database- FAAccess Chapter 3\Last.Flrst.acc03.Wter.accdb (Access 2007 - 2013 file format) - Access
"
EXTERNAL DATA
CREATE
Filter
& Format Painter
Views________Olpboard
Tables
3
Residents
T3Advanced*
__
Remove Son y Toggle Filter
2610-408376 In the Paid Date text box,

enter 13-Aug-14 and then press |Enter ]. In
the Amount Paid field, enter 43.70 Press
j Enter |, and then compare your screen with
Figure 4.
[ f^ j
oS New
51 Totals
sSSave
Spelling
Refresh
_
A Delete 3 More -
JA
Find
fac Replace
- * Go To*
Ci Select-
All Access Obje...

Stonn.
' Selection *
Descending
DATABASE TOOLS
z 1 Ascending
.)& Cut
Fa Copy
3 New Payments Form
New Poyments
11.
*
Account Number
2610-408376
Last Name
Klaicn
H3 Water Bills
Queries
Hp New Payments Query
Forms
31
31
31
"ew Payments Form

Residents Form
water Bills Form
First Name
Franklin
Billing Dare
j31 .Jul.1 4
Billing
| $4370
Paid Date
Amount Paid
Amount Due
13-Aug-l4
1 2 .
Create a Full-screen Snip, save the snip

in your chapter folder as Last_First_
acc03_WaterSnip3 and then Close
Close [X] the form.
New payment
for account
2610-408376
2 3 2 3 1
Figure 4
517
SKILL 10: Create Navigation Forms | | C^03'10

Navigation form s are forms that contain a
Navigation Control with tabs that you can
use to quickly open forms and reports.
1. On the Create tab, in the Forms group,
click the Navigation button, and then
|Bi Ul h
|
----
HOME
CREATE
mm m mm m m n
Application Tabla Table SharePoint

Part**
De*ign Lift*'
Template*___________Table*______
Query Query
Wuard Design
Queuet
Form
Skill* for Succett *
DATABASE TOOLS
Form Blank
Design Form
Porn
m Sr
] Navigation *
B
H -f-w w .
Vertical Tata. Rfcfct
Horizontal Tata and Vertical Tata. I*f1
All Access Obje...
* 6 Module
Macro
Clan Module
LjVitual Banc
Mactoi & Cod*
Tata, le ft
Navigation
Form layouts
The gallery provides a visual summary

of the several layouts available in a
Navigation form.
L**t.Flr*t_#cc03_Weter i Detabaie- F;\Aece* Chapter J\L*t_Firjt_eccC3_Wat*r.*<cdb (Acceu 2007 2013 fileformat) Acce*
EXTERNAL DATA
Horizontal Tata. 2 IflveH
flvnMnt) a w
Fotrm
3
New ^mnts Form
Kei<detJ Form
Water (WHforw
| f 1 | HorUontal Tata and Vertical Tata. Right
2. In the Navigation Form gallery, click

Vertical Tabs Left to create the form.
3. Near the top-left comer of the new form,
click to select the [Add New] button, and
then click the Format tab. In the Control
Formatting group, click the Quick Styles
button, and then click the last style in the
last row Intense Effect - Teal, Accent 6.
4. With the button still selected, in the
Control Formatting group, click the

Change Shape button, and then click the
third shape Rounded Rectangle.
5. Drag Residents Form from the
Navigation Pane to the [Add New]
button in the Navigation form, and
then release the left mouse button.
Repeat this technique to add Water Bills
Form and then New Payments Form
to the Navigation form. Compare your
screen with Figure 2. If the Field List list
displays, Close [x] it.
6. Click the Design tab, and then click the
Property Sheet button. In the property
sheet, below Selection type, click the
arrow, and then click Form to display the
form's properties.
m m
Figure 1
O'
*>
C*
HOME
It
fo rm LAYOUTTOOLS
CREATE
EXTERNAL DATA
iTwCgwMTP W
' tj Select All
Selection
DATABASE TOOLS
|l!
DESIGN
Image - Row Color
Pont
3
Novigotion Form
j3
Rendem*
Water Bath
I New Payments
Buttons formatted
and added
3
Residents Form
Water BNIj Form
Account NuRibai
t Nome
Billing Dae
6.llmg
1 173-4 *41 42
Wll|ti<m
]31.JvU l4
$48.26
Paid Dot*
Selected form
>
Figure 2
518
'** Shape Fill

^ Shape Outline *
Quick Change Conditional _
Outline
Style* * Shape * Formatting Shape Effect* *
Control Formatting
Navigation Form \
Amount Paid
SO.OO
Amount Duo
U 9 26
Record: M
La5t.Flnt.accQ3.Water: Databate- F:\Acce** Chapter I\La*t_Flm.*cd.Weter.eccdb (...
FORMAT
|T ]
Fomuttmg
ARRANGE
; l< IO
Skilli fo< Succeti ^
SKILL 10: Create N avigation Forms

S
*5 -
c*
HOWE
g
[g j
View
EXTERNAL OATA
CHS*
b c
DATABASE TOOLS
Tables
Skillt for Success ^
FORMAT
El

Stores
Insert
Image
f r
_
*
Selection type
eh m
and Time

pjeldt
Sheet
set to Form
7. On the property sheet, click the Other

tab, and then click Modal. Click the
Modal arrow, and then click Yes.
3 1 Navigation Form\
Property Sheet
_ ] Navigation Form
When a modal form opens, the Navigation

Pane is collapsed.
Selection type: Foim
iH3 Residents
S S I New Payments
Residents Form
Water Bills
Queries
No
*
W ole* BiHi Form
5 3 New Payments Query

Form*
j3
ARRANGE
'
Theme* [jJ Fonts
DESIGN
AccountNumber | 1173-464142
Sc
New Payments Fotm
3 Resident! form
New Payment* Form

[Add New]
~3I water 81II1 Form
last Name
I WtHdaoA
Ftm Name
| j
Billing Date
I 31 -Jul-M
Billing
j $48.26 ~
I
Shortcut Menu Bar
Help File
Help Content id
Hit Module
Uie Default Paper iise
Past Later Printing
Tag
Paid Date
Amount Paid
j 10.00
Amount Due
j 148.26
Modal property
set to Yes
8. Click Save [H], and then click OK to

accept the default name for the form.
Close [x] the property sheet, and
then Close [x] the form.
9. Click the File tab, and then click
Options. On the left side of the Access
Options dialog box, click Current
Database. Click the Display Form
arrow to display a list of all the database
forms, and then click Navigation Form.
In the Application Options dialog box, you
can pick one form that opens automatically
when the database is opened.
Figure 3
10. Click OK, read the message that displays,

and then click OK.
Lt.Firfl_*cc03_Wat: Datalwie- R\A

HOME
bS
CREATE
>LDATA
Access Options *
Cut
General
Access Options
dialog box
j : Options for the currant database.
tent Databate
Current
All Access Obje...
D eash^^
ta il
lect Aligners
Object
Cj
afiaa
H I Residents
3
Watei Bills
Queries
rP New Paymentt Query
Current Database
selected
Customiie Ribbon
Forms
Quick Access Toolbar
3)
Navigation Form
Add-me
New Payments Foim
31
31
Application Options
Use at Form and Report Icon
Qitplay Form:
Navigation Form
&et> Display Foim
Display Form set

3 4 -
to Navigation Form
21 Display Status Bar

Document Window Options
O Overlapping Windows
13. Close [x] the form to display the

Navigation Pane, and then Close [x ]
Access.
(#) Tabbed Document*
Trust Centei
Residents Form
Water 6Ht Form
12. Create a Full-screen Snip, save the snip

in your chapter folder as Last_First_
acc03_WaterSnip4 and then Close H 3 I
Application Iitie:
Application icon:
Display Document Tabs
Use Access Special Kays
Compact on Close
G Ramose personal information from file properties on save

0
14. If you are printing this project, open

the snips in Paint, and then print them.
Otherwise, submit the database file as
Use Windows-themed Controls on Forms
Enable Layout View
Enable dasign changes for tables in datasheet view
Check for truncated number fields
Picture Propatty Storage Format

<) resr. source image format (smaller file site)
O Conirt all picture data to bitmaps (compatible with Access 2003 and earlier)
Navigation
0
11. Close [x ] and then reopen the database

to verify that Navigation Form opens as a
modal form.
4f
Display Navigation Pane

|
OK
Cancel

Figure 4
519
More Skills
The following More Skills are located at www.pearsonhighered.com/skills
More Skills 11
Validate Fields
Designing databases involves setting field properties so that

those who use the databases enter data correctly. For example,
the data type, field size, and input mask properties all limit the
types of data that can be entered into a field. Validation rules are
also written so that the desired values are entered into fields.
More Skills
In More Skills 11, you will set the Field Size and Format field
properties to validate data. You will then add a validation rule
that limits what can be typed into the field.
C reate Databases from Templates
Online templates can provide a way to build a full-featured

database quickly. When you start Access, several templates
are available for common business practices such as managing
contacts and tasks.
In More Skills 12, you will create a database from the Task
Management template provided by Microsoft. You will then
use the database to enter a new task, enter a new contact, and
then assign the task to the contact. You will then view one of the
template's reports.
More Skills C D Create Macros

Macros are used to perform a sequence of steps with a single
click of the mouse. Using macros in forms and reports saves time
and automates common tasks.

In More Skills 13, you will create two macros using two different
methods and then use the macros to update a report that is based
on a query.
More Skills 14 Create Access Apps

Access databases can be stored on the Cloud and then shared on
the web by creating an Access app. Also known as Access Web
apps, Access apps are stored on an SQL Azure or SQL Server. If
you have an Office 365 account, you may have access to one of
these servers. After they are created, Web apps can be accessed
from a web browser.
In More Skills 14, you will read how to create and use an Access
app and answer five questions about the process. If you have
SQL Azure or an SQL Server account, you can perform the steps
in this skill to create the Access app yourself.
Please note that there are no additional projects to accom pany the More Skills Projects, and they are not covered in
the End-of-Chapter projects.
520
Review
Skills
Number
Task
Step
Icon
Create forms with the Form Wizard
Create tab Forms group - Form Wizard
Locate a record in a form
Click in the field to be searched.Then, Home > Find group >Find
Create new records
In the Navigation bar, click New (blank) record
Format form controls
Select the control(s) in Layout view, and then use the groups on the Format tab
Set control widths and heights
On the property sheet Format tab, change the Width or Height property
Apply conditional formatting
Format tab >Control Formatting group > Conditional Formatting New Rule
Add logos
Design tab Header / Footer group > Logo
Create forms with the Form Tool
Select table or query in Navigation Pane. Then, Create tab >Forms group > Form
Create one-to-many forms
In the Navigation Pane, select the table that will be the main form. Then, Create
tab >Forms group >Form
Add date and time controls
Design tab > Header / Footer group Date and Time
Insert columns and rows
Arrange tab Rows & Columns group
Delete columns and rows
Arrange tab -> Rows & Columns group >Select Column or Select Row.Then, press
[ Delete |
Merge columns and rows
Select cells. Then, Arrange tab -> Merge / Split group
Edit label control text
Double-click the label control
Add input masks to form text box

controls
Property sheet Data tab > Input Mask > Build button
Edit data in one-to-many forms
Use the main form Navigation bar to locate the desired record. Change data in either
the main form or the subform datasheet
10
Create Navigation Forms
Create tab -> Forms group - Navigation Form
10
Automatically close the Navigation

Pane when the form is open
Property sheet Other tab -> Modal - Yes
10
Automatically set a form to open when

the database is first opened
File >Options >Current Database > Display Form
10
Format button controls
Format tab -> Control Formatting group - Quick Styles (and other commands in the
group)
Keyboard
Shortcut
fctFn+m
E)
Merge
521
Review
Key Terms
Columnar layout................... 501
Comparison operator...........506
Control.......................................504
Edit m o d e ................................ 509
Input m ask ..............................512
L a b e l.........................................504
Online Help Skills

1. Start Access 2013, and then in the upper right comer of the start page, click the
Help button [?].
2. In the Access Help window Search help box, type split form and then press
| Enter |.
3. In the search result list, click Create a split form, and then compare your screen
with Figure 1.
Layout.......................................501
Layout v ie w ............................504
Access Help
Modal form.............................. 519
Navigation fo rm ................... 518

One-to-many f o r m ............... 508
Placeholder character...........512
Single Form v ie w ................. 502
Tabular lay o u t........................510
Text b o x .................................... 504
<3 #
Pi j spirt form
*
f) |
Create a split form

NOTE Split forms cannot be used as part of an Access Web Application.
A split form gives you two views of your data at the same time a Form view and a Datasheet
view. The two views are connected to the same data source and are synchronized with each
other at all times. Selecting a field in one part of the form selects the same field in the other
part of the form. You can add, edit or delete data from either part (provided the record source
is updateable and you have not configured the form to prevent these actions).
Working with split forms gives you the benefits of both types of forms in a single form. For
example, you can use the datasheet portion of the form to quickly locate a record, and then use
the form portion to view or edit the record. The form portion can serve as an attractive and
functional header for the datasheet portion. This technique is used in many of the template
Figure 1
4. Read the article to answer the following questions: How is a split form like a
one-to-many form? How is a split form different from a one-to-many form?

What are the advantages of a split form?
522
Review
Matching
MylTLab )
__
1. A tool used to create a form that provides a way to select tables

and fields before the form is created.
A Current Database
__
2. The arrangement of data and labels in a form or reportcolumnar or tabular, for example.
C Form Wizard
__
3. A form control that displays the name of a form by default; the

actual text can be edited later.
E Layout
__
4. A set of special characters that control what can and cannot be

entered in a field.
G One-to-many form
__
5. A layout with cells arranged in rows and columns into which

controls are placed.
___
6 . By default, subforms display in this view.
__
7. By default, main forms display in this layout.
__
8. A type of form that has a subform that displays related records

from another table.
__
9. A form that can be used to quickly switch between forms and

reports in the database.
B Datasheet view
D Input mask
F Navigation form
H Single Form view
I Tabular layout
J Title
__ 10. To set a form to open automatically when the database is opened,

open the Access Options dialog box, and then display the options
for this category.
BizSkills
Video
1. What do you think are the biggest sources of conflict

in the meeting portrayed in the video?
2 . What suggestions do you have to reduce the conflict
in the group portrayed in the video?
523
Review
Multiple Choice
MylTLab

1. An Access view used to format a form or report
while you are viewing a sample of the data.
A. Design view
B. Form view
C. Layout view
2. A layout that places labels in the first column and
data in the second column.

A. Columnar
B. Datasheet
C. Tabular
3. Controls on a form or report that describe each
fieldoften the field name in the underlying

table.
A. IntelliSense Quick Info boxes
B. Labels
C. Text boxes
4. Controls on a form or report that display the data
from each field in the underlying table or query.

A. Labels
B. Textboxes
C. Titles
5. The property sheet tab that contains the Input Mask
property.
A. Data
B. Format
C. Other
6. The symbol in an input mask that is replaced as
you type data into the field.

A. Data character
B. Input character
C. Placeholder character
7. Formatting that evaluates the values in a field and
formats that data according to the rules you specify;
for example, only values over 1000 will have bold
applied.
A. Conditional formatting
B. Logical formatting
C. Rules-based formatting
8. A form contained within another form that contains
records related to the record displayed in the main
form.
A. Parent form
B. Relationship form
C. Subform
9. When you want to build a form for a subset of table
data, you can base the form on this.
A. Blank Form tool
B. Filtered table
C. Query
10. To automatically close the Navigation Pane
whenever the form is open, this form property
needs to be set to Yes.
A. Full Width
B. Modal
C. Open Exclusive

1. You have created forms using two different methods:
the Form tool and the Form Wizard. Which method
do you prefer and why? What are the primary
advantages of each method?
524
2. Recall that forms are used to enter data into a
database. Consider the types of data businesses

might store in a database. For example, a school
needs a class registration form to enter students into
classes. What type of forms might other businesses
need to enter data?
Review
Skills Review
My'Lbab ,
To com plete this project, you will need the following files:
acc03_SRElectricity
acc03_SRLogo

Last_First_acc03_SRElectricity
2. On the Create tab, in the Forms group, click the Form Wizard button. In the
Form Wizard, select the Billing Cycles table, and then move AccountNumber,
CycleDate, Rate, ElectricityUsage, and UsageFee into Selected Fields. Click
Next two times, name the form Charges Form and then Finish the wizard.
Figure 1
3. On the Home tab, in the Views group, click View to switch to Layout view.
4. With the Account Number text box control selected, press and hold | Ctrl |, while
clicking the other four text boxes. Click the Format tab, and then in the Font
group, click the Align Left button.
DCSGH
lSJFonu- r
9 a
ai
bb
URANftf
H a
fC*M*l
o s !; i
n i.o
--------------- _ _ ----------------------------------------------------
All Access Obje.. ' * |
5. Click the Home tab, and then click the View button to switch to Form view.
In the Navigation bar, click New (blank) record, and then enter the following
billing: Account Number is 4420-209636 Cycle Date is 31-Jul-14 Rate is 0.07623
and Electricity Usage is 242 Click in the Usage Fee field, and then compare
< i,
N e w P a y m e n ts Form
PaM Dot*
mm
0jfejodTtmt
lilll.~| IXopcity
f jj,
- Property Sheet
|24-JUI-I4
Amount f'aa
jjsaoo
AmocrilOu*
IJIIJJO
6. Save and then Close the form. In the Navigation Pane, click New Billings
Query one time to select it. Click the Create tab, and then in the Forms group,
click the Form button.
7. Double-click the Title control, and then change the text to New Payments Form
Figure 2
8. Click the Account Number text box, and then click as needed to open the
property sheet. On the property sheet Format tab, change the Width property
to 4" and then compare your screen with Figure 2.
9. Click Save, type New Payments Form and then click OK. Close the form.
525
Review
10. In the Navigation Pane, click Residents one time to select it. Click the Create
tab, and then in the Forms group, click the Form button. Click Save, type
Residents Form and then click OK.
11. On the Design tab, in the Header / Footer group, click Logo, and then use the
Insert Picture dialog box to insert the file acc03_SRLogo.
12. Click the Zip text box, and then click the property sheet Data tab. Click the
Input Mask box, and click the displayed Build button. In the Input Mask
Wizard, select Zip Code, and then click Finish.
13. Using the property sheet, set the width of the column of the Account Number
text box to 4" With the column still active, click the Arrange tab, and then in the
Rows & Columns group, click the Insert Right button three times.
Figure 3
IB*-.
14. Drag the Electricity Meter label to the first empty cell to the right of the
Account Number text box. Drag the Electricity Meter box control to the first
empty cell to the right of the Electricity Meter label. Use the property sheet to
set the width of the column with the Electricity Meter label to 1.5" and then
Close the property sheet.
15. Click in the row with the subform. On the Arrange tab, in the Rows &
Columns group, click Select Row. In the Merge / Split group, click Merge.
i l z i Ert,
16. Click Save, and then switch to Form view. Find the record for Account
Number 4420-209636 and then Close the Find and Replace dialog box.
N a v ig a tio n Form
17. In the subform, click the Last record button, and then in the last record, type
a Paid Date of 13-Aug-14 and an Amount Paid of 18.45 Compare your screen
with Figure 3, and then Close the form.
1 N e w P a ym ents Form
FVtl Hem
|Mariano
Pda Dot*
jg4-JuH4
/mount Paid
[>5000
*nountDuo
.t il DO
18. On the Create tab, in the Forms group, click Navigation, and then click
Vertical Tabs, Left.
19. Select the [Add New] button, and then click the Format tab. In the Control
Formatting group, click the Quick Styles button, and then click the second
style in the last row Intense Effect - Dark Red, Accent 1.
Figure 4
20. Drag Residents Form to the [Add New] button. Repeat to add Charges Form
and then New Payments Form.

21 . Display the property sheet, and then, under Selection type, select Form. On the
property sheet Other tab, change the Modal property to Yes.

22. Click Save, click OK, and then switch to Form view. Compare your screen with
Figure 4.
23. Close Access and submit the project as directed by your instructor.
DONE! You hove completed this Skills Review
526
Skills Assessment 1 ( MyILâb )

To com plete this database, you will need the following
files:
acc03_SAlClasses
acc03_SAlLogo
You will save your datab ase as:

Last_First_acc03_SAlClasses
1. Start Access 2013, and then open the student data file acc03_
SAlClasses. Save the database in your chapter folder with the name
Last_First_acc03_SAl Classes If necessary, enable the content.
2. Use the Form Wizard to create a form with all the fields from the
Class Sessions table except SessionlD. Name the form Class Sessions
Form and accept all other wizard defaults.
3. Set the width of all the form's text boxes to 3" and their text
alignment to left.
4. Use the form to add the following record: Class Name is Intermediate
Microsoft Word Community Center is Central and Intern ID is 10

Leave the other fields blank. Save and then Close the form.
5. Use the Form Tool to create a form based on the Word Classes
query. Change the Title control text to Word Classes Form Save the
form as Word Classes Form and then Close the form.
6. Use the Form Tool to create a form with a main form based on the
Interns table and a subform based on the Class Sessions table.
Change the form's logo using the file acc03_SAlLogo.
7. Add a Phone Number input mask to the Phone text box control
that uses the number sign (#) as the placeholder character. Accept all
other wizard defaults.
8. Add a column to the right of the table, and then move the Last
Name text box control into the first cell to the right of the First
Name text box.
9. Delete the unused row with the Last Name label, and then change
the First Name label text to First / Last Name

10. Set the width of the table's first column to 1.5" and the width of the
second and third columns to 2.6" In the subform row, merge all of
the cells.
11. Save the form with the name Class Intern Form and then switch
to Form view. Navigate to the last Intern record, and then in the
subform for Connie Colasurado, complete the last record by adding
a Start Date of 5/14/2014 and Start Time of 2:00 PM Compare your
screen with Figure 1, and then Close the form.
12. Create a Navigation Form with the Vertical Tabs, Left layout.
Apply the Intense Effect - Green, Accent 1 Quick Style to the [Add
New] button, and then add buttons in the following order: Class
Sessions Form, Class Intern Form, and then Word Classes Form.
13. Set the form's Modal property to Yes. Click Save, and then click
O K . Reopen the form, and then compare your screen with Figure 2.
14. Close the form, Close Access, and submit the project as directed by
your instructor.
527
Assessment
Skills Assessment 2
To co m p lete this datab ase, you will need the following
files:
acc03_SA2Rentals
acc03_SA2Logo
You will save your d a ta b a s e as:

Last_First_acc03_SA2Rentals
SA2RentaIs. Save the database in your chapter folder with the name
Last_First_acc03_SA2Rentals If necessary, enable the content.
2. Use the Form Wizard to create a form with fields from the Rentals
table in this order: RenterlD, Date, and RoomNumber. Name the
form New Rentals Form and accept all other wizard defaults.
3. Set the width of all the form's text boxes to 2" and their text
alignment to left.
4. Use the form to add the following record: Renter ID is CF38960
Date is 7/30/2014 and Room Number is SW115 Save and then

Close the form.
5. Use the Form Tool to create a form based on the Southeast Rentals
Figure 2
query. Change the form's logo using the file acc03_SA2Logo. Save
the form as Southeast Rentals Form and then Close the form.
6. Use the Form Tool to create a form with a main form based on the
Rooms table with a subform based on the Rentals table.
7. For the Deposit text box control, create a new conditional
formatting rule: If the field value is greater than 75 the font should
be Green (column 6, last row) and Bold.
8. Use the property sheet to set the Description text box control's
Width to 4.5" and the Height to 1"
9. Save the form with the name Rentals by Room Form and then
switch to Form view. In the main form, navigate to Room Number

SW115. In the subform for that room, complete the last record by
entering 2 in the Hours field. Compare your screen with Figure 1,
and then Close the form.
528
10. Create a Navigation Form with the Horizontal Tabs layout. Apply
the Colored Outline - Purple, Accent 6 Quick Style (column 7,
row 1) to the [Add New] button, and then change its shape to
Round Same Side Comer Rectangle (shape 5).
11. Add buttons in the following order: New Rentals Form, Rentals by
Room Form, and then Southeast Rentals Form.
12. Set the form's Modal property to Yes. Click Save, and then click
OK. Reopen the form, and then compare your screen with Figure 2.
13. Close the form, Close Access, and submit the project as directed by
your instructor.
Assessment
Visual Skills Check

To com plete this database, you will need the following files:
acc03_VSArtCenter
acc03_VSLogo
JfU
Navigation Form
Art Classes N a v ig a tio n Form
You will save your d a tab ase as:

Last_First_acc03_VSArtCenter
Students Form
Students
Art Class Schedule
Art Instructors Form
Open the database acc03_VSArtCenter,

and then using your own name, save the
database in your Access Chapter 3 folder as
Last_First_acc03_VSArtCenter
Discounts Form
Open Students Form in Layout view, and

then arrange and format the label and text box
controls as shown in Figure 1. The First Name
and Last Name labels are bold, the City label
text has been changed to City / State / Zip and
unused rows have been deleted.
Create the Navigation form shown in Figure 1.

The form is named Navigation Form the
title text has been changed to Art Classes
Navigation Form and the logo was inserted
from the file acc03_VSLogo. The buttons have
been formatted with the Subtle Effect - Dark
Blue, Accent 1 Quick Style, the Rounded
Rectangle shape, and the button text is bold.
The form properties have been changed so
that the Navigation Pane automatically closes
whenever the form is open.
First Nam e
Last Nam e
Santiago
Corbet
Street
13578 S Brightview Av
Apt
City / State / Zip
Aspen Fails
CA
93443
Neighborhood
Southeast
Birth Date
9/26/1940
Phone
(804) 555-6894
Discount
0%
I R o id l
1 o f 311
Student ID
MOO)
T,
Figure 1
Submit the project as directed by your

instructor.
DONE! You hove completed Visual Skills Check
529
Assessment
My Skills
To com plete this d atabase, you will need the following file:
acc03_MYGrades

Last_First acc03 MYGrades
student data file acc03_MYGrades. Save
the database in your chapter folder with
the name Last_First_acc03_MYGrades If
necessary, enable the content.
2. Use the Form Wizard to create a form with
all of the fields from the Scores table except
ScorelD. Name the form Scores Form and
accept all other wizard defaults.
3. Set the width of all the form's text boxes to
2.5" and their text alignment to left. Save,
and then Close the form.
4. Use the Form Tool to create a form based
on the Missing Scores query. Change the
Title control text to New Scores
Figure 2
5. Set the width of the text box controls to

3.5" Save the form as New Scores Entry
Form and then Close the form.
10. Create a Navigation Form with the

Vertical Tabs, Left layout. Apply the
Moderate Effect - Brown, Accent 4 Quick
Style (column 5, row 5) to the [Add New]
button.
11. Add buttons in the following order: My
Classes Form, Scores Form, and then
New Scores Entry Form.
6. Use the Form Tool to create a form with a

main form based on the Classes table with
a subform based on the Scores table.
12. Set the form's Modal property to Yes.

Click Save, and then click OK. Reopen the
form, and then compare your screen with
Figure 2.
7. In the main form, change the Title control

to My Classes and then use the property
sheet to set the Height of the row with the
subform to 3.2"
13. Close the form, Close Access, and

submit the project as directed by your
instructor.
8. Save the form with the name My Classes

Form and then switch to Form view.
530
9. In the main form, create a new record

using the data from the class that is
assigning this project to you. In the
subform, fill in the data for all of the
assignments, quizzes, tests, or other
grading opportunities that have been
posted for your class. If you received
scores on any of these, enter those
scores. When you are done, Close the
form.
Assessment
Skills Challenge 1
^
To com plete this database, you will need the

following file:

Last_First_acc03_SClFarms
acc03 SClFarms
Open acc03_SClFarms and save the database in your Access

Chapter 3 folder as Last_First_acc03_SClFarms Use the Form
Tool to create a form that displays all the records and fields
from the Farms table. Using the techniques practiced in this
chapter, arrange the labels and text boxes so that anyone
who uses the form can fill in the data in a logical order. Add
columns and rows and merge cells as needed, and resize them
to better fit the data they contain. Delete any unused rows
or columns. Update the label text so that the labels clearly
describe the data. For example, add spaces between words and
where appropriate, describe all the controls in a single row.
Format the controls with the farm's name so they stand out from
the rest of the controls.
Create and print a snip of the form or submit the database file as
Skill Challenge 2
A

following file:

Last_First_acc03_SC2 Wild life
acc03_SC2Wildlife
Open acc03_SC2Wildlife, and then save the database as Last_
First_acc03_SC2Wildlife Create a one-to-many form based on
the Wildlife table in the main form, and the Alternate Names
table in the subform. Format the form to fit the data it will
hold making sure to leave room for about five lines of text in
the Description text box. Research each of the animals in the
Wildlife table in order to complete the form. You can find the
information you need at a website such as Wikipedia. Using
the information you find, fill in the form. The first recordTule
Elkhas been completed as an example. Place alternate names
in the subform. If an alternate name cannot be found, leave the
subform blank for that animal. Submit the project as directed by
your instructor.
531
C H A P T E R
Create Reports
Access reports are designed to present information derived from tables
and queries.
When you want to select certain fields from one or more tables, you can
create a report using the Blank Report tool.
You can use several methods to add fields to reports. You can then
format and arrange the fields to make the information more meaningful.
When you need to print addresses on self-adhesive labels, you can create
a labels report.
The records in reports can be grouped, sorted, and filtered to make the
information more useful.
As you work with reports, each view has a special purpose that can be
modified in Layout view. Report view shows the reports screen version
and Print Preview shows the reports printed version.
You can build a report with fields from an entire table or those fields that
are selected when you run a query using the Report tool.
A sp e n Falls C ity H a ll
In this chapter, you w ill create forms for Aspen Falls Utilities. You w ill work
under the supervision o f Diane Payne, Public Works Director, to build a
report about w ater bills for city residents and create mailing labels using
resident addresses. You w ill also build a report that provides statistics about
m onthly w ater usage.
Good reports filte r and sort the data found in the database tables in
a way th a t provides useful inform ation. Many reports are started by first
creating a query so that the query can provide the fields and criteria needed
by the report. After a report is created, you can add additional grouping,
sorting, and filters so th a t just the records and fields you need display.
Auremar
Reports can be designed in Layout view, and then viewed in Report

view or printed. Reports th a t w ill be printed typically need to be narrower
than reports th a t are designed to be viewed on a com puter screen. For
this reason, it is a good practice to view reports in Print Layout View, and
then make adjustments as needed to present the report effectively on the
printed page.
You w ill create reports using the Report Wizard, Blank Report tool, Report
tool, and Labels tool. You w ill also form at, group, sort, and filter reports to
display th e inform ation more effectively. Finally, you w ill summarize report
data by adding totals.
532
Microsoft Access Chapter 4 | Create Reports
Introduction
0-90

S tud en t d a ta files n e e d e d for this c h a p te r:
O u tc o m e
acc04_Water (Access)
acc04_WaterLogo (JPG)

create Access reports like this:
mm.
You w ill s a ve your file as:

Last__First_acc04_Water
22-Sep-M
2 0 14 W a te r Statistics
8:1/ AM
Month Ending
SKILLS
1
w
C^y^"Lab
V

Skill 1 Build Queries for Reports
Sample Count
Ave. Usage*
Ave. Billing
Total Due
3 1 -Jan-14
84
46.8
$ 10.76
$0.00
2 8-F eb -l4
83
37.8
$9.08
$194
31-M ar-14
83
50.1
$12.53
$ 18.75
30-A pr-14
83
53.3
$15.81
($17.08)
31-May-14
82
7 3.7
$24.31
($ 3 1 0 1 )
30-Jun-l4
80
94.4
$33.05
$6.30
3 1 -Jul-14
80
138.1
$52.49
$ 4,199.38
T o ta l Sample
575
Averages
I00' of galloni
70.6
$22.57
N e t T o ta l Due
$4,178.28
Skill 2 Create Reports Using the Report Tool

Skill 3 Format Reports
Skill 4
Add Totals to Reports
Skill 5
Preview and Print Reports
Skill 6
Create Reports with the Blank Report Tool
Skill 7 Group and Sort Reports

Skill 8
Modify Report Layouts
Skill 9
Filter Reports
SkilllO Create Label Reports

M O R E SKILLS
Skill 11 Import Objects from Other Databases

Skill 12 Export Reports to Word
Page I of I
Skill 13 Save Reports as PDF Documents

Skill 14 Save Reports as Web Pages and Save Export Steps
Create Reports | Microsoft Access Chapter 4
533
SKILL 1: Build Queries for Reports
I
I
I A C C 4-1
I V ID E O
Reports are often based on queries. You

add the fields that you need in the report
into the query, add criteria, and then build
the report using the query as the data
source.
student data file acc04_Water. On the File
tab, click Save As. With Save Database
As selected, click the Save As button. In
the Save As dialog box, navigate to the
location you are saving your files for this
project. Click New folder, type Access
Chapter 4 and then press Enter |two times.
Name the file LastJFirst_acc04_Water
and then click Save.
2. If the Security Warning message displays,
click the Enable Content button.
Queries group, click the Query Wizard

button. In the New Query dialog box,
verify that Simple Query Wizard is
selected, and then click OK.
Figure 1
4. In the Simple Query Wizard, click the
Table/Queries arrow, and then click

Table: Water Bills.
5. Double-click the following fields to move
them into Selected Fields in this order:

BillingDate, BillinglD, Usage, Billing,
and AmountDue. Compare your screen
with Figure 1, and then click Finish.
6. Click the Home tab, and then click the
View button to switch to Design view.
On the Design tab, in the Show / Hide
group, click Totals to display the Total
row. Compare your screen with Figure 2.
1:07 PM
11/11/201?

534
Figure 2
SKILL 1: Build Queries for Reports

0
'
c*
HOME
View
Run
Results
QUERYTOOLS
EXTERNAL DATA
CREATE
11 +! A m
k __________
30"io" _

______
cj_ Data Definition

Show
Table
|= Insert Rows
'w Delete ._
_
-X
Rows
"SJ Insert Columns

fX w
-i... -*
- Delate
Columns
Builder
Return: All
71
V
fjZa
0
Totals Parameters
(9
Property Sheet
Table Names
tt
j
ft
Property Sheet
Selection type; Field Properties
; General [lookup.
23 Residents
Description
fwed^ ^
5 3 Water Bills
Decimal Places
input Matt.
Caption
3 ] Water Bills Query
Field:
Table:
Total:
Sort
Show:
Criteria:
[BillingDate]
Water Bills
Group By
i_ L
9. In the BillingDate column Criteria cell,
Properties
added
type >1/1/2014
10. Click in the Usage column Criteria cell,
and then in the Show/Hide group, click
Property Sheet to open it. In the property
sheet, change the Format to Fixed and
the Decimal Places to 1. Compare your
[BillinglD]
Water Bills
Count
a.
>1/1^014
Total row statistics

changed
Date
criterion
11. Close [x] the property sheet, and then

Run the query.
Figure 3
Last_Flrst_acc04Water: Database- F-.VAccess Chapter 4\L*st_firet_acc04_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
Select All button

tV format Painier
Starch.
Tables
fft
Sa Residents
3
Water Bills
Queues
3 ] water Bills Query
ft
[Q ,
mi New
X Totals
iiS Save
" Spelling
Sort & Filter

Water
- * 60 To
U
tc Select *
Records
Find
Is Query
Rilling
BillingDate
-
&
tqt-
J.i: Replace
^
t * Remove Sort T T oggle Filter
Views________Clipboard_______r
All Access Obje...
T SelectionÂdvanced-
DATABASE TOOLS
ing
7. Click the Total cell for the BillinglD

column, click the arrow that displays,
and then click Count.
8. Repeat the same technique to change
the Usage column Total cell to Avg, the
Billing column Total cell to Avg, and the
AmountDue column Total cell to Sum.
3 ] Water Bills Query
fi
Tables
Query Typt
All Access Obje...

Starch.
Last_First_acc04_Water: Database- FAAccess Chapter 4\Last/irsl_acc04_Water.accdb (Access 2007 - 2013 file form..,
DESIGN
DATABASE TOOLS
A Tet Formatting
12. In the upper left comer of the query

datasheet, click the Select All button Q
to select all the columns. On the Home
tab, in the Records group, click the More
button, and then click Field Width. In the
Column Width dialog box, click Best Fit.
Click a cell to deselect the columns, and
______
CountOfBillingiD *
AvgOfUsage -
AvgOfBilling -
SumOfAmountOue -
31-Jn-14
28-Feb-14
46.8
37.8
$10.76
$9.08
$0.00
$2.94
31-Mar-14
30-Apr-14
$12.53
$15.81
($17.08)
31-M9V-14
30-Jun-14
50.1
53.3
73.7
94.4
$24.31
$33.05
31-Jul-14
138.1
S52.49
This query displays statistics about Aspen

Falls water usage and bills for each month
in 2014. This shows how a query can select
the data that needs to be presented in a
report.
$18.75
($32.01)
$6.30
$4,199.38
13. Click Save [Bj, and then Close [x] the

query.
One decimal
Dates filtered
to display during
displays in Avg
or after 2014
Of Usage column
Figure 4
Create Reports J Microsoft Access Chapter 4
535
SKILL 2: Create Reports Using the Report Tool

Reports can be created quickly by selecting
a table or query in the Navigation Pane,
and then clicking the Report button.
click Water Bills Query one time to
select it.
Reports group, click the Report button
to create the report and open it in Layout
viewa view that can be used to format
a report while viewing the report's data.
3Th
HOME
C
|:A^| K
0
*
EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
FORMAT
S l< K
Title
Color. -
0 f
Text box
controls in
Details section
Monday, September 22. 2014
W a te r Bills Q u e ry
1:40:32 PM
Billing Date
^ mu' uiih 'jjri-----Id
CountOfBlllinglD
AvgOfUsage
3 1-Jan-14 |!
2014 Statistic}
i|
Label
controls
AvgOfBilling
SumOfAmountDue
$10.76 I f
$0.00
28-Feb-14
$9.08
$2.94
3 1-M ar-14
$12.53
$18.75
3 0 -A p r-14
ij
3 1-May-14
30-Jun-l4
l-Jul-14 [
$4,199.38
Report
footers
Figure 1
'
C* '
[A y
REPORT LAYOUTTOOlS
9
CREATE
EXTERNAL DATA
SI
E colon-
I t
DATABASE TOOLS
p fa
[A]Font*-
DESIGN
ao a
ARRANGE
Lart_First_acc04.Water: Database- FAAccess Chaptef 4\Last_Fiwt_acc...
FORMAT
% S3 s i a
'mage -
536
[Loflo
ft
Residents
Water Bills
Queries
ft ;
Reports
ft
) Water Billi Query
Gill Sans
MT font
Figure 2
LJj W a te r Bills
Billing Date
CountOfBII

Fie|ds
Sheet
Tools
1:50:34 PM
SumOfAmountDue
3 1-Jan-14
84
46.8
$10.76
$0.00
28-Feb-14
83
37 .8 j
$9.08
$194
3 1-M ar-14
83
50.1 !
$1253
$1875
30-Apr-14
83
53.3
$15.81
($17.08)
3 1-M ay-14
82
73.7
$24.31
($32.01)
30-Jun-14
80
94.4
$33.05
$6.30
3 I-Jut-14
80
138.1
$52.49
$4,199.38
Header/Footer
Monday. September 22, 2014
Color from Marquee

color theme
Title
Page
rS _
Numbers G Date end Time
fi
Tables
This is how you can refine a theme by

changing its colors to a different color
theme and its fonts to a different fonts
theme.
All Access Obje...

Starch-
Skills for Succesi
Grouping ftTotait
| 2014 StalKtks
6. In the Themes group, click the Fonts

button, and then near the bottom of
the Fonts gallery, click Gill Sans MT.
Report
headers
.0
HOME
5. In the Themes group, click the Colors

button, and then in the Colors gallery,
click Marquee.
ho
Page
& Sort
Grouping & Totals
All Access Obje... j[
4. On the Design tab, in the Themes group,
click the Themes button, and then click

the last thumbnailWisp.
Last_Flrst_accCM_Water: Database- F:\Access Chapter 4\Last_Flr*t_ac
REPORT LAVOUTTOOLS
CREATE
Th ^ [A] Fonts-
3. Click the Save button [H[. In the Save As

dialog box, replace the suggested report
name with 2014 Statistics and then click
O K . Compare your screen with Figure 1.
Access reports have three main sections:
the header(s), details, and footer(s). In each
section, text boxes display the Data and
Label controls label the text boxes. In this
report, the labels are above each column in
a tabular layout.
| I Cideq 2
SKILL 2: Create Reports Using the Report Tool

Last.Firit.acc04.W*ter: Database- F:\Access Chapter 4\Last_First_a ...
PORI LAVOUT TOOLS

EXTERNAL DATA
JY Labl27
Gill Sans MT (Detail)
Eti Select All
/ u
Selection
-j9
j &
- *1 *
DESIGN
DATABASE TOOLS
ARRANGE
Formatting
Font
cj
*
Number
FORMAT
Image * Row Color
Background
fa
Skills for Success - | P f
PAGE SETUP
C l
*
CREATE
H0Mfc
1 1
IE B *5 - c*
U |H
Shape Fill-
Shape Outline *
Shape Effects Styles Shape - Formatting
Control Formatting

Search.
ft j
2 0 1 4 W a te r Statistics
21 Residenti
03 water Bills
ft
Queries
Title text
Monday. September 22. 2014
changed
2:02:28 PM
Total ftue
}3 water Bills Query

Reports
31-Jan-14
84
46.8
S I 0.76
28-Feb-14
83
37.8
$9.08
$2.94
3 1 -M a r-14
83
50.1
$12.53
$18.75
$0.00
ft I
2014 Statistics
b9
8. Double-click the Billing Date label

control, and then change the label's text
to Month Ending Repeat this technique
to change CountOfBillingID to Sample
Count, AvgOfUsage to Ave. Usage*,
AvgOfBilling to Ave. Billing' and
SumOfAmountDue to Total Due
p j
Tables
3 0 -A p r-14
83
53.3
$15.81
31-M ay-14
82
73.7
$24.31
|f
30-Jun-14
80
94.4
$33.05
|j
7. In the report header, double-click the

title Water Bills Query to enter Edit mode,
and then change its text to 2014 Water
Statistics
($17.08)
($32.01)
$6.30
9. Click the last cellthe cell with the value
4178.28. Point to the cell's lower orange

border to display the [T] pointer, and then
double-click to AutoSize the cell's height.
Row height
1178.28
adjusted
Label control
added and
formatted
10. Click in the empty cell below the Month

Ending column, and then type *100's of
gallons Press [Enter |to complete the entry.
11
Figure 3
Last_Flrst_acc04_Water: Database- F:\Access Chapter 4\Last_First_acc04_Water.accdb (Access 2007 - 2013 file format) Access
DATABASE TOOLS
T f Selection
View button
51 Totals
Spelling
Âdvanced*
All Access Obje... |[

Tables
3
Residents
-3
Water Bills
Queries
Water Bills Query
Delete
Is l More
* Go To*
Select'
A -
g-
Text Formatting
Sort & Filter
Clipboard
Search-
Refresh
Ajl.
Remove Sort ^ Toggle Filter
>' Format Painter

Views
Replace
| 2014 Statistics
i
Monday. September 22. 2 0 14
2:02:28 PM
Month Ending
Sample Count
Ave, Usage*
31 -Jan-14
84
46.8
Ave Billing
$10.76
1 2 .
With the cell *100's ofgallons selected,

click the Format tab. In the Font group,
click the Font Size arrow, and then click
9. Compare your screen with Figure 3.
Click the Home tab, and then in the
Views group, click the View button to
switch to Report view. Alternately, in the
status bar, click the Report View button
tH. Compare your screen with Figure 4.
Report view is a view optimized for
onscreen viewing of reports.
Total Due
$0.00
Reports
U
2014 Statistics
28-Feb-14
83
37.8
$9.08
$2.94
3 1 -M a r-14
83
50.1
$ 12.53
$18.75
3 0 -A p r-14
83
53.3
$15.81
($17.08)
31-M a y 14
82
73.7
$24.31
($32.01)
30-Jun-14
80
94.4
$33.05
$6.30
31 -Jul-14
80
138.1
$52.49
$4,199.38
*I00 or {allow
Report displayed
in Report view
13. Click Save |0|, and then leave the report
open for the next skill.

am
Figure 4
Create Reports
537
SKILL 3: Format Reports
| | ^ o 3
Report controls can be formatted using the

Property Sheet and the commands on the
Format tab.
rsrrnT-~
HOME
REPORT IAYOUT TOOLS
CREATE
EXTERNAL OATA
! 5 " Totals *
E Color**
[A] Fonts-
DATABASE TOOLS
DESIGN
ARRANGE
FORMAT
16 Hi Ao s % O cs 0
F:\Access Chapter 4\Last_Flrst_acc._
Lt_Flnt_crfM_W(i!ef :
i B ji
Skills lor Success * n
PAGE SETUP
^
rule
Page
umber*
so
Da,e and r,me
Add Existing
Fields
Grouping Bt Totals
1. With the 2014 Water Statistics report

open, on the Home tab, click the View
button to switch to Layout view.
Alternately, on the status bar, click the
Layout View button js j.
All Access Obje...

3
jp
Water BIth Query
Reports
US 20T* statistic!
lay As Hyperlink
Hyperlink Target
Gridline Style Top
Gridline Style Left
Gndtme Style Right
Gndline Color
Gndline Width Top
nrirtlmo Width Rnftnm
Figure 1
Because the Time control is in the same

layout column as the Date control, the
width of both controls can be adjusted at
the same time.
5. With the Date control still selected, click
the Ribbon's Format tab. Change the

Font size to 9, and then apply Italic 0 .
6. In the Font group, click the Format
Painter button [*], and then with the
Q pointer, click the Time control to
apply the formatting from the previous
step. Compare your screen with Figure 2 .
Format
Decimal Places
Visible
Width
Heigtit
Other
All
long Date
:0.2396'
10.0417;3.375
Transparent
Background I
Transparent
Hairline
Background 1, Daifcer 351
Tet Align
Font Weight
Font underline
Font Italic
Fore Color
Line Spacing
4. In the property sheet Format tab, change
the Title control's Width to 2.6 In the

report, select the Date control, and
then in the property sheet, change its
Width to 2.4" Compare your screen with
Figure 1.
Format Data j Event
Back Style
Back Color
Border Style
Border Width
Border Color
Special Effect
Scroll Bars
Font Name
3. Select the Title control, and then on the

Design tab, in the Tools group, click
Property Sheet.
Property Sheet
Residents
S3 water BiRt
Footer group, click the Logo button. In

the Insert Picture dialog box, navigate to
the student files, select acc04_WaterLogo,
and then click OK.
538
is
Selection type: Te*tBo
2014
Figure 2
If Hyperlink
Transparent
Transparent
Transparent
Borders/Gridlines
SKILL 3: Format Reports

B
*>
EXTERNAL DATA
IT

Select AJI
Selection
Number
* [ll
- i -
Format arrow
Background
SM
Shape Fill -
Shape Outline
U
. O Shape Effects
Control Formatting
Font
Property Sheet
Selection arrow
Selection type: Multiple selection

22Stp-l4
129 I'M
Water Bills
Ending
Queries
rjjP water Bins Query
SampleC w jn t
~ 3 l-)a n -TT
Reports
18
DATABASE TOOLS
nil Residents
3
L5t_fifS_*ccC4_Wate(: Database- F:\Access Chapter 4\Last_First_acc...
REPORT LAYOUTTOOLS
c*
HOME
T B ------------ f
28-Feb-14 j( ~
2014 Statistics
| Av* Usage*
TT07T
TO T
_83________ | j 50.11
$9.08
$2.94
$ 12.53
$ ia 7 S
3 1-May-14
$6.30
$52.49
$4,199.38
Event j Other |
' 100's of gallons
8. Above the first column, click the Label

control with the text Month Ending. Press
and hold Shift |while clicking the four
other labels. Be careful not to move the
mouse while clicking the left button.
Yes
Top
Lett
Back Style
Back Color
Border Style
Bolder Width
Border Color
Special Effect
Font Name
Font Size
Text Align
Font Weight
Font Underline
Font Italic
Fore Color
line Spacing
Hyperlink Address
Hyperlink SubAddress
Hyperlink Target
Gridline Style Top
Gridline Style Left
Gridline Color
Gndline Width Top
Gndline Width Bottom
Gridline Width Lett
ftrlrlllna Wlrtth Blnhl
($17.08)
S O --------------- " 5 T 3------------ S 3 .0 5

3I-J U U 4
Data
Caption
visible
width
-m r r
5.81
Five label
controls selected K 31
3 0 -A p r-14
Format
A vt. Billing
J ]37.8
83
3 I-M a r-14
Transparent
Background 1
Transparent
Hairline
Te*t 1, lighter 50*
Flat
9. With the five labels selected, on the

Format tab, in the Font group, click the
Center |= |button. Compare your screen
with Figure 3.
Transparent
Solid
Transparent
Transparent
Background 1, Darker 35?
Figure 3
last_First_*cc04_Water: Database- FAAccess Chapter 4\Lest_Firrt_*cc04_Water.accdb (Access 2007 - 2013 file format) - Access
EXTERNAL DATA
View
,
Copy
Past*
Viewe
Filter
v Fo<mal Painter
Tables
3
T Selection
i 1 Descending
^ Advanced
[P u
*# Remove Soft Toggle FiRae
New
J ) Save
w .
tB
X Delete -
51 Totals
*
Spellir
J More
.**.
"Find
fic Replace
t< Select
Tent Formatting
| 2014 Statistics
219 W
[13 Water Bills

Month Ending
~ip
Water Bills Query
Sample C ount
Ave. Usage*
2014 Statistics
Ave. Billing
$io,7ijL
Total Due
84
46.8
rn ~
378
31-Mar-14
][
50.1
IU 3
$18.75
30-Apr-14
83 [[
53.3
SI 5.81
($17.08)
3 1-May-14
82 j
73.7
$24.31
($32.0 1)
30-Jun-14
80
94.4
$33.05
$6.30
3 1-Jul-14
80
$52.49
$4,199.38
Reports
lf l
2 8 - fir tH N | F ~
80%.
22-Sep-M
Residents
10. On the Format tab, in the Selection

group, click the Selection arrow, and
then click Detail. On the Format tab,
in the Background group, click the
Alternate Row Color arrow, and then in
the color gallery's second row, click the
sixth color Green, Accent 2, Lighter
To change the color of banded rows, you
need to select the Detail controlthe area
of a report that repeats for each record in
the table or query.
Go T o '
Find
Sort & Filter
Clipboard_______Q
All Access Obje... T

Snren-
i Auending
Skills for Success H
DATABASE TOOLS
7. With the Date control still selected, on

the Ribbon's Format tab, in the Number
group, click the Number Format arrow,
and then click Medium Date. Select
the Time control, and then change the
Number Format to Medium Time.
I3 tl
$9.08
so.oo
$2.94
Alternate row
color changed
11. On the status bar, click the Report View

button 0 , and then compare your screen
with Figure 4.
12. Click Save [B|, and leave the report open
for the next skill.
Figure 4
539
SKILL 4: Add Totals to Reports
You can add summary statistics

calculations for groups of data such as
totals, averages, and countsto report
columns.
r
H
---
U Q H
g
H0ME
g
CREATE
B e * .-
T h n [A] Font, .
l_Firfl_acc04_Water: Database- FAAccess Chapter 4\Lt_F>rst_cc...
RETORT LAYOUTTOOlS
EXTERNAL DATA
p jjl
ARRANGE
DATABASE TOOLS
Skills for Succm
FORMAT
00
ZToua-
Group iQ Hid* Details

&Soit
Grouping & ToUU
Numbers ^
T,m
Header / Foot*!
>dd Ejnttim
Fields
Tool!
Property Sheet
Selection type Tet 8o.
1. With the 2014 Water Statistics report still

open, switch to Layout view [].
M onth Ending
2. In the report's last row, click in a blank

cell, and then click the Arrange tab. In
the Rows & Columns group, click the
Insert Above button two times to insert
two blank rows.
2014 Statistics
3. Click in the first cell of the upper blank

row just inserted, and then type Total
Sample
Label control
added
5. Click the Sum control just inserted, point

to its lower border, and then double
click with the fTl pointer to AutoSize the
row's height. Compare your screen with
Sample Cou nt
154
Ave. U safe*
Ay Billing
Total Due
31-fan-14
84
28-Feb-14
83
$2.94
83
H [
so,][
$9.08
31-Mar-14
$12.53
$18.75
30-Apr-14
83
S33
$ 1S,81
($7.08)
31-May-14
82
73.7] [
$24.31
($32.01)]
30-Jun-14
80
4.4i|
$33.05
$6.30
31 -Jul-14
80
$52-49
$4.19938
$10.76
^ ^ T o u l Sn np )|~
4. Click a number in the Sample Count
column to make it active, and then click

the Design tab. In the Grouping &
Totals group, click the Totals button,
and then click Sum to add a total for the
active column.
Acc*siTotlsCountOfBilllnglD
Sum control
inserted
and resized
$0.00
Format
Data
Ent
Oth*r
Format
Decimal Ptc*i
Vliibl*
width
AH
AUtO
1*1
i .jo w
.W70V
o iiw
t.o r
Normal
Background 1
Solid
Haiilln*
Flat
Non*
Gill Sans MT tOetailt
i*
Back St)l*
Back Color
Bordr Style
Border Width
Border Color
Special Effect
Scroll Ban
Font Ham*
Font Sii*
T*t Align
G*n*ral
Font Wtight
Normal
Font Undetlln*
No
Font Italic
No
T*t 1. lighti iss
For* Color
lin* Spacing
O'
l Hyp*rllnk
No
Display As Hyp*ilmk
If Hyp*rllnk
Hjprllnk T*ig*t
Gndlln* Styi* Top
Solid
Transparent
Gndllne Style left
Tiampaient
Tramparent
Gridline Color
Background 1. Darker 351
Gndllne Width Top
ip *
r.Hrtlln Width Bnttnm ___ J_s*
11
__
E2ZX
Figure 1
View
, .
HOME
! J* C
Themes
REPORT LAYOUT TOOLS
.
CREATE
EXTERNAL DATA
DATABASE TOOlS
DESIGN
SSL.
ARRANGE
Ltt_Firjt_cc04_Watef: Dalabaie- F;\Acce Chapler 4\Last_Firtt_acc...
FORMAT
Skills for Succesi
B.:_ gf~_. J3 JR
Figure 1.
6. Click a number in the Ave. Usage

column to make it active. On the Design
tab, in the Grouping & Totals group,
click the Totals button, and then click
Average. Repeat this technique to add
an average for the Ave. Billing column.
Property Sheet
J.;'-; Selection type T*t Boi
AwgOfBHttng
Format ot*
Event
Othti \
3 1 w ateM kO uw y
statistics
Top
:ln
Back Styl*
Batt Coiot
Border style
Bonier Width
6ordei Color
Special Effect
Scroll Bin
Font Nam*
Font S*
Trt Altgn
Font W*ight
M W
3.02W
3 3542
Normal
Background 1
Solid
Haiitln*
Background 1, Daik*t J5
Gill Sam KIT iOetaiii
T**t1. UflWir J5S

D*ipia> * l
Hypentnk Target
GndUn* Sty* Top
Gndline Styl* Bottom
Gridline Styl* L*ft
Gndttn* St>i Right
Gndline Coloi
Gudim* width rop
Continue to the next page to complete the ski!

Figure 2
540
Transparent
Trani patent
Tranipar*nt
hanipaient
Background I. Dam*r 55
SKILL 4: Add Totals to Reports

8E H *>- ~
REPORT LAVOUT TOOlS

CREATE
HOME
' mmj
[A a ^ B C o lo rj-
Vv
Themes g j Fonts -
EXTERNAL DATA
jM
i M
DESIGN
DATABASE TOOLS
ARRANGE
FORMAT
La*1_First_acc04_Water: Database- F:\Aecess Chapter 4\Last_First_acc,.,

PAGE SETUP
I r
I^ Logo
ma
D Title
Thtmts
Controls
Grouping & Totals
Header / Footer
All Access Obje...

Fields
Sheet
Tools
Image
Views
Skills for Succes*
j Property Sheet
Storth-
Selection type: Tent Bon
Tables
22-Sep-H
ZD Residents
AccessTotalsAvgOfBilling
J03PM
S3 water Bills
Month Ending
^ 3 Wattr Bins Query
Sample Count
31 -Jan-14
Av*. Usage
Ave. Billing
84
46.8
$10.76
format
Decimal Places
Visieit
width
Height
Total Due
$0.00
Reports
U
2014 Statistics
28-Feb-14
83
37.8
31 -Mar-14
83
50.1
*1233
$9.08 1
$2.94
30-Apr- 14
83
53.3
$15.81
($17.08)
31 -May-14
82
73.7
$24.31
($32.01)
30-Jun-14
eo
W3.0S
$6.30
31 -Jul-14
80
$52.49
$4,199.38
138.1
Lr
0.2292'
0.-U79
3-3542"
Normal
Background I
Solid
Hairline
Background 1, Darker 35^
Flat
left
Back Style
Back Color
Border Style
Border Width
Border Color
Special Effect
Scroll Bars
Font Name
Font Size
Text Align
Wveight
Underline
$ia75
If Hyperlink
Transparent
Transparent
Transparent
Transparent
Figure 3
"
HOME
IT LabeU2
Last_First_acc04_Water: Database- FAAccess Chapter 4\La*t_Fint_acc...
REPORT IATOUT TOOLS
'
EXTERNAL DATA
CREATE
11
ARRANGE
DATABASE TOOLS
ft
S % -A
$ Select AJI
Formatting
Selection
FORMAT
Image * Row C0I01
Background

Styles Shape Formatting & Shape Effect*
Property Sheet
Residents
22-Sep-H
i labe>42
*03 CM
Format
dD Water Bills
i Month Ending
2014 Statistics
Sample Count
Ave. Billing
Ave. Usage*
Total Due
31 -Jan* M
84
46.8
$10.76
28-Feb-14
83
37.8
$9.08
$0.00
$2.94
31-Mar-14
83
50.1
$12.53
$18.75
30-Apr-14
83!
3 1-May 14
53.3
$15.81
($17.08)
73.7
.24.31
($32.01)
30-Jun-14 Jf
K o w la b e l
94.4
$33.05
$6.30
31 -Jul-14
added
138.1
$52.49
$4,199.38
_
* 75
Averages |
10. Click in the blank cell below the Sample

Count column Sum control, and then
type Averages
11. Click in the blank cell below the Ave.
Billing column Average control, and
then type Net Total Due Press Enter |, and
12. Click Save |0j, and leave the report open
for the next skill.
Control Formatting
Selection type: Label
Tables
Shape Outline '
Starch..
J 3 Water Bills Query

Reports
Shape Fill *
All Access Obje...
PAGE SETUP
Figure 3.
control still selected, click the Ribbon's

Format tab, and then in the Number
group, click the Currency button [$].
Tent 1, lighter 25H
Is Hyperlink
Hyperlink Target
Gridline Style Top
Gridline Style left
Gndline Style Right
Gridline Color
Gridline Width Top
ftndlin* Width Rnttnm
3-
8. Point to the lower border of the selected

Average control, and then double-click
with the m pointer to AutoSize the
row's height. Compare your screen with
9. With the Ave. Billing column Average
Average controls
moved and resized
7. Point to the middle of the cell with

the Ave. Usage column Average
control 70.6. With the * pointer, drag
the control down one cell. Repeat to
move the Average control of the Ave.
Billing column down one cell.
Control formatted
as currency
Label added
v
Data
Event
Othei
All
Caption
Visible
width
weight
Top
left
Back Style
Back Color
Border Style
Border Width
Bordet Color
Special Effect
Font Name
Font Sue
Ten Align
Font Weight
Font Undertint
Net Total 0
res
1*______
0.27080.7292
3.3542
Transparent
No Color
Transparent
Hairline
Te*t 1, Lighter 50*
Flat
Color
Spacing
yperltnk Address
yptrllnk SuCAddress
Hyperlink Target
Gndline Style Top
Gridline Style left
Gndline Color
Gridline Width Top
Gridline Width Bottom
Gridline Width Left
ftriritin* Width Rmht
Tent 1, lighter 50H
Transparent
Transparent
Transparent
Transparent
Background 1, Darkei 35?
t pt
Figure 4
541
SKILL 5: Preview and Print Reports

It is a good practice to preview reports
before printing them to see if they need
any formatting adjustments.
| | Cô'5
|S i
Print Preview
tab
PRINT PREVIEW .
ID
Print
Size Margins q
0#l4 0nly
04_Water i Database- FAAccess Chapter 4\Last_First_acc04_Water.accdb (Access 2007 - 2013 file format) - Access
Portrait Landscape Columns Page

Setup
Print_____________ Page Site______ Page Layout
1. With the 2014 Water Statistics report

open, click the Home tab. In the Views
group, click the View arrow, and then
click Print Preview. Compare your
screen with Figure 1. If the entire page
does not display, in the Zoom group,
click the One Page button.
All Access O bje... I

Storm*
Tables
3
Residentt
IS
Water Bill!
Queries
P>
ft
ft |
;J3 Water Bills Queiy

Reports
\St
ft j
2014 Statistics
In Print Preview view, the Print Preview

tab is the only Ribbon tab, and the report
displays as it will print on paper. Here, the
page number footerPage 1 of 1displays
at the bottom of the printed page.
2. In the Close Preview group, click the

Close Print Preview button to return to
Layout view. If your report displays in a
different view, on the status bar, click the
Layout View button ||.
Pagei 1
Ready
Figure 1
3. Click the Format tab. In the Selection

group, click the Selection arrow, and
then click Report to select the report and
display its properties in the property
sheet. If necessary, open the Property
Sheet.
4. Near the middle of the Property Sheet
Format tab, double-click the Fit to Page
box to change the value to No. Change
the Width property to 5.8" Press 1Enter |,
and then compare your screen with
Figure 2.
By default, a report is set to the width of a
printed sheet of paper. By removing this
setting, you can decrease the width of the
report to fit the contents.

Figure 2
542
1______ 1
&
TL
Zoom
One Two More

MLBSm n----- ---------
Refresh Excel
...
Tent
*t.
PDF
Email
More
-
Close Print
~
SKILL 5: Preview and Print Reports

.
HOME
IT
EmptyCelll6
EXTERNAL DATA
ft
B
Tables
ft
UP
FORMAT
Ui
&
Shape Outline Background Alternate

Image Row Color Styles Shape formatting & Sh(K EWr t l '
Control Formatting
Background
Property Sheet
Selection type: Eni
224p.l4
2 0 1 4 W a te r Statistics
Month Ending
ft
^ 5 Water BMH Query

Reports
Shape Fill -
EmptyCell16
3J6 PM
Format
Water Bills
Queries
Skills for Succesa *
| 2014 Statistic!
3 3 Residents
3
Number
Selection________________
!wrth-
i %
ARRANGE
Formatting
All Access Obje...
DESIGN
DATABASE TOOLS
Select All
Last_First_acc04_Water: Database- f:\Access Chapter 4\Lait_Firt.acc...
fit PORT LAYOUT TOOLS
-
CREATE
Sample Count
Ave. Usage"
31 -Jin-14
84
46.8
Ave. Billing
Top
ten
Back Style
Back Color
Gndllne Style Top
Gndllne Style Bottom
Gridline Style left
Gndline Style Right
Gridline Color
Gndline Width Top
Gndllne Width Bottom
Gridline width left
$0.00
28-Feb-14
83
37.8
$9.08
$2.94
31- M ir-14
83
sa 1
$12.53
$18.75
30-Apr-14
83
53.3
$15.81
($17.08)
3 1-May-14
82
73.7
$24.31
($32.01)
30-Jun-14
80
94.4
$33.05
$6.30
31-Jul-14
80
138.1
$52.49
$4,199.38
Averages
IPOs ofplloruj~
"T7T5T------0-71W
1.0MB1
Transparent
No Color
Transparent
Transparent
Transparent
Transparent
Background 1, Darker 35S
VP
1 Pt
ip t
6. Click the Net Total Due Label control,

point to its right border, and then with
the Q icon, double-click to AutoSize the
column width.
Border added
to cell
S75
Gridline Style Top

set to Transparent
Total Due
$10.76
2014 StatirtlM
Data
7. Click in the first empty cell below

$4,199.38. On the property sheet Format
tab, double-click Gridline Style Top to
change its value to Solid. Double-click
Gridline Width Top to change its value
to 2 pt.
r a t II____ $22.s7
N e t T o ta l Due
Gridline removed and

currency format applied
Page I of I
Figure 3
Last_Flrst_ace04..Water Database- F:\Access Chapter 4\Lst_Firjt_acc04_Weter.eccdb (Access 2007 - 2013 file format) - Access
Margins
D BN Print
Site
Margins
pfjntDataOn

Snnn~
Tables
3
Residents
Water Bills
Queries
Skills for Success F
PRINT PREVIEW
button
i) a,
ilumns Page
Setup
Zoom One Two More

*
Page Pages Pages *
Zoom
Refreeh Excel
AH
Text
PDF Email
File or XPS
Data
More
Close Print
Preview
Clot* Preview
| 2014 Statistics
P
ft ;
Completed
1 2014 W er Statistics
2014 Statistics
ft
'Z.'.
- w
ill
IMS
. I W-H..
8. Click in the last cell$4,178.28. On the

property sheet Format tab, click Gridline
Style Top one time, click the displayed
arrow, and then click Transparent. On
the Format tab, in the Number group,
click Currency [$] Click in a blank cell in
the report, and then compare your screen
with Figure 3.
9. Close [x ] the property sheet. On the
report
status bar, click the Print Preview

button m
ft ]
J3 Water Bills Query

Reports
5. Below the Month Ending column, select

the label with the text Total Sample. On
the Format tab, in the Font group, click
Bold [B], and then click Align Right [W|.
Double-click Format Painter 0 , and
then click the Averages and Net Total
Due labels to apply the same formatting.
Click the Format Painter button
so
that it is no longer active.
S fl
..a m ri
lili
10. In the Page Size group, click the Margins

button, and then click Wide. Compare
11. If you are printing this project, click

Print, and then use the Print dialog box
to print the report.
report.
EE IOC*
fj
fa
V L -------
Figure 4
543
SKILL 6: Create Reports with the Blank Report Tool

The Blank Report tool is used when you
want to build a report by adding fields one
at a time.
On the Create tab, in the Reports group,
click the Blank Report button.
1 .
2 . In the Field List pane, click Show all
tables. In the Field List, to the left of

Residents, click the Expand button ffl .
| I Cideq6
g rrr~
J
0 1
lert.First.eccOa.Watet i Database- FAAccess Chapter 4\Last_First_acc...
RiPORT LAYOUT TOOlS

EXTERNAL DATA
home
H c o lo n *
DATABASE TOOLS
ARRANGE
FORMAT
g ig X to u ,
Insart
Imayr
G,0UP i n Hid. Details

asort
Page 1^ Trt**
Numben
T,m
Htadei / Fooler
$** om fields in
Heidi *.iabie roe ih ii.
.,16-831248
31 Water BIHt Query
|l 118-435018
Residents
Reports
; 1118-69714S
table fields
2014 Statutiu
Add Enirtinj Property
TOOII
Field List
3
Account Numfc
1117-541178
Hi
cPLogo
All Access Obje...
Account Number
column
SbfaforSuccae
PAGE SETUP
"4recordtown
tdrtTabte
laitName
FirstName
5tn
!l 121-769686
jl 124-735479
3. In the Field List, double-click

AccountNumber to add the field to
the report. Compare your screen with
iI 126-637878
11131-679775
;1134-281044
I I 136-313101
Figure 1.
11139-55725S
|l 140-751401
As you add fields with the Blank Report

tool, the other tables move to the lower
sections of the Field List pane. Here,
the Water Bills table is a related table
it contains the AccountNumber as a
foreign key.
I I I 40-775403
1140-870810
11141-986534
Related
table
II44-976S39
j 1157-945332
I I 59-649208
I 171-555314
4. In the Field List, double-click LastName
and FirstName to add them to the report.

5. In the Field List, under Fields available
in related tables, Expand [s] the Water
Bills table.
6. Double-click BillingDate, and then
When you add a field from another table,
that table moves to the upper pane of the
Field List.
Figure 1
RIPORT IATOUT TOOlS
U im
HOME
(a * ! B
Vie*
EXTERNAL DATA
CREA1
Color* *
Thernes [ * ] Fon .
Views________ Thames
DATABASE TOOLS
S f'
Stvth-
Tables
Fields added
_ Grouping & Total*
j i c
troll
l*st_Fin1_*ccW_Water: Database- F:\Access Chapter 4\Lst_First_acc...

PAGE SETUP
u a ,.
Insert
^
Page
First Name
I I 18-435018
Claybourne
Mike
30-Jun-13
ID
waterBill)
Queries
j]
ft
Watei Bill* Query
I I 18-435018
Claybourne
Mike
T* 31-May-14
I I 18-435018
Clayboorn*
Mike
31-jut-13
2014 Statlltlc*
ft
Add Existing
Header / Footer
Tool
Field list
[J
Show only HeMi In the <ur>ent record source
BiflmtDate
1M 8-4350I8
Claybourne
Mike
28-F*b-14
I I 18-435018
Claybourne
Mike
30-Apr-13
1118-435018
Claybourne
Mrke
31 -A uf-13
I I 18-435018
Claybourne
Mike
31-Dec-13
I I 18-435018
Claybourne
Mike
30-Nov-13
31 -O ct-13
1118-435018
Claybourne
Mike
III8 -4 3 S 0 I8
Claybourne
Mike
30 Sep- 13
1118-435018
Claybourne
Mike
31 -May-13
I I 18-435018
Cbybourne
Mike
31 -Jan-14
1118-435018
Claybourne
Mike
30-Jun-14
30-Apr-14
I I 18 435018
Claybourne
Mike
j 1118-435018
Claybourne
Mike
JI-Mar-14
Spratt
Allan
31 -Mar-14

Figure 2
1131-679775
Spratt
Allan
28-Feb-14
1131-679775
Spratt
Allan
30-Apr-14
DC
p l9
D TWe
_
1,1__k... ITT Date and Time
"S
Account N u m t Last Name
&
Skills for Success ^
ft
1131-679775
FORMAT
2 2 Rttdent>
ARRANGE
All Access Obje...
Reports
544
DESIGN
AccountNumbt
latlName
Fields from
Water Bills table
AccountNumber
B.Wngl
Rate
RaiODate
Amount?**
AmountDue
SKILL 6: Create Reports with the Blank Report Tool

E
REPORT IAYOUTTOOLS
HOME
P "|
Vie*
EXTERNAL DATA
CREATE
U Colon-
;J 3
Last_First_acc04_Watef: Database- FAAccess Chapter 4\Last_First_l c...
H i,
;S ) A
G ] [
Desired fields
added to report
r* r~1 Insert
- I Image-
Themes [ g Fonh.
VIWH________ Themes
&
DATABASE TOOLS
00 u
i^ lo g o
D Title
Page _
Number*
D#,e^
Tirn

Fields
Sheet
Grouping & Totals

Account Numb Last Name
u 2 Residents
Water Bills
1157-945332 |Sarin
Billing
Amount Paid
31-Jan-13
SI 6.79
$16.79
31-Jin-13!
$19.78
$19.78
$0.00
31-Jan-13
$3.22
$3.22
$0.00
1294-137487
K.ta
31 Jan-13
$16.56
$16.56
$0.00
131 1 355657 [Shines
K tw ij
3 l-Jn-13
SI 7.02
$17.02
$0.00
Christel
31-Jan-13
$10.12
$10.12 1
$0.00
jlBranden
31 -Jan-13
$19.78
$19.78
$0.00
31 -Jan-13
$1 1.73
$11.73
$0.00
31 -Jan-13
$4.60
$4.60
$0.00
$13.34
J] Water Bills Query
[ 1246-344866 Iflaig
1352-901957
finkel
1432-932210 jBarnas
1475-203862
Schrnand
1673-467266
Alloway
[Dorris
Cleveland
$0.00
1707-662089
Deford
31 -Jan-13
$13.34
1735-141535
Callander
|{Emanuel
31-Jan-13
$5.98
$5.98 I f
$0.00
1851-731832
Hartzfeld
| India
31-Jan-13
$8.51
$8.51
so 00
; Bobby
31 -Jan-13
$13.11
$13.11
$0.00
Teddy
31 -Jan-13:
$11.96
$11.96
$0.00
31-Jan-13
$16.56
$16.56
$0.00
1875-544271
Kristin
1886-629399
Zappavigna
2084-837641
Ember ley
ijAvery
8. Close [x] the Field List pane, and then

Amount Due
]|Rtita
; 1209-154350
2014 Statistics
Billing Date
{{Dannie
Thompson
Queries
Reports
First Name
7. In the Field List, under Water Bills,

double-click Billing, AmountPaid, and
then AmountDue, to add the three fields
to the report.
Logo button. In the Insert Picture dialog

box, navigate to the student files, select
acc04_WaterLogo, and then click OK to
create a report header and insert the logo
in it.
so.oo
2157-323134
Steketee
j {Despina
3I-Jan-I3(|
S&97
$8.97
$0.00
2190-206791
OsheH
Regine
31 -Jan-13)
$6.44
$6.44
$0.00
2262-122089
Eder
Violeta
31 -Jan-13]
$14.72
$14.72
$0.00

Footer group, click the Title button, type
Billing History and then press 1Enter |.
S5XE3
Figure 3
11 In the Header / Footer group, click the

Date and Time button. In the Date and
Time dialog box, under Include Date,
select the middle option buttonddmmm-yy. Under Include Time, click
the middle option buttonhh:mm PM.
Compare your screen with Figure 4, and
then click OK.
12. Click Save [Bj. In the Save As dialog
box, type Billing History Report and then
press |Enter |. Leave the report open for the
next skill.
Figure 4
545
SKILL 7: Group and Sort Reports
| I ^
eo'7
Report data can be grouped and sorted to

make the report information more useful.
Reports created with the Blank Report tool
lay out controls in a table. You can position
controls by dragging them into other
cells, and you can format text controls by
selecting the cell they are in.
1. If necessary, open the Billing History
report in Layout view. On the Design
tab, in the Grouping & Totals group,
click the Group & Sort button as needed
to display the Group, Sort, and Total
pane.
2. In the Group, Sort, and Total pane, click
the Add a group button. In the list of
fields, click AccountNumber to group
the billings within each account.
3. In the report, click Account Number
to select the label. Point to the right
border, and then with the 0 pointer,
double-click to AutoSize the label width.
4. Click the first text box control with the
text Claybourne, and then, with the [i|

pointer, drag the control into the empty
cell below the Last Name label.
5. Repeat this technique to move the control
with the text Mike into the empty cell
below the First Name label. Compare
La*t_Fiwt_aec04_Water: Datable- FAAece** Chapter 4\la*t_Fir*t_aee...
REPORT LAYOUTTOOLS
CREATE
EXTERNAL DATA
jk jjg Z
DATABASE TOOLS
! .!.
ARRANGE
A 1=] % E J GS
Group j g Hid* Detail*
M r-
' Insert
m
S lh>
Q Title
Page
r.9
* _
Number*
Date and Time
&
00 JH

fields
Sheet
All Access O b je ..
Sea'cftTables
4:37 PM
Account Number
label widened
>
jUist Name
First Name
Billing Date
Billing
Amount Paid
Amount Due
I I I I8 -4 3 5 0 I8
Reports
22-Sep-14
Billing H istory
CI3 Rtiidenti____________
2014 Statiitici
Billing Hiftoiy Report
Billings for account

number 1118-435018
Claybourne
||Mike
30-Jun-13
$14.50
I4 J 0
Claybourne
Mike
31-May-14
$46.20
$46.20
$0.00
Claybourne
Mike
3l-JuM3
$9.00
.00
$0.00
Claybourne
[Mike
28-Feb-14
$2.40
$X40
$0.00
Claybourne
Mke
30-Apr-13
$29.44
$0.00
Claybourne
Mike
3 I-A u |-I3
$20.79
Claybourne
Mike
3l-D ec-13
$7.59
S 7J.
$0.00
Claybourne
iMike
30-Nov-13
$8.00
$8.00 ||
$0.00
iClayboume
M*e
31 -O ct-13
$40.25
$40.25
$0.00
.Claybourne
[Mike
$11.07
$11 -07
$0.00
|P
$0.00
$0.00 ][
$20.79
Group, Sort, and Total

| Group on AccountNumber " wtth A on top ~ , fJore
Group, Sort, and

Total pane
Add a group ^ Add a sort
Figure 1
REPORT LAYOUTTOOlS
EXTERNAL DATA
HOME
A?
E C o lo n -
,J 3
OATABASE TOOLS
ARRANGE
Last_First_a04_Water: Database- F:\Acce Chapter-l\Last_Flrst_a :c...
Grouping & Total*
All Access Obje...

ieartfL.
f.
Tables
ft
Residenti
it
3 ] water BUI: Query

Reports
y
20w Ststutics
tM
Billing Hlstoiy Report
*
3 1-May-14
Names moved
28-Fb-l4
to Account
Number row
3 1-Aug-13
30-Apr-1 3
$7.59
$ 8.00
30 -N o v -13
30-Sep-13!:
Add a group ^ Add a sort

Figure 2
plogo
D Title
Header / Footer
I Billing History Report
S3 Water Bill!
Queries
Skill* tor Succeti *
FORMAT
XT,
It G<oup on
Header / Footer
3 1-Jut-13
0 r
Grouping t Total*
Because the resident names do not change

within each group of account numbers,
they can be in the same row as the Account
Number. In this way, the names are not
repeated in each billing row.
546
Skill* for Succej
FORMAT
$11.07
Sfl
[j=]
SKILL 7: Group and Sort Reports

-J T -T T
HOME
REPORT LAYOUTTOOlS
CREATE
[SJ
Vi* w
EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
FORMAT
&
Skills for Succcss F I
00
(^Logo
if? Ztowi*'
Theme* g ] Fontl.
Last_First_acc04_Water: Database- FAAccess Chapter 4\Last_First_<

PAGE SETUP
Title
Group ; g Hide Details

Header/Footer
Views________ Themes__________ Grouping & Totals

| Billing HHtory Report
7. Click the first quarter label with the text

Q2 2023. Point to the lower border, and
then with the |T| pointer, double-click to
AutoSize the row height. Compare your

Tables
22-Sep-14
Billing H istory
3 3 Residents
4:44 PM
S3 Water Billi
First Name
Account Number Last Name

Hf) Water Bills Query
[l 118 -4 3 5 0 1lT
Billing Date
Billing
A mount Paid
Uj
Amount Due
Clayboume
Reports
| q 2 2 0 I3
2014 Statistics
LS Billing History Report
31-M a y-13
Group label
height increased
4 --------------------moo y
30-Jun-13
$ 14.50
$14.50
$0.00
30 -A p r-13]
$29.44
$29.44
$0.00
$0.00
Fields that contain dates can be grouped

by several time intervals including days,
months, quarters, and years. By default,
they are grouped into yearly quarters with
the oldest quarters displayed first.
Q 3 2013
31 -Jul-13]
$9.00
$9.00
30-Sep-13]
$1 1-07
$1 1.07
$0.00
31 -Aug-131
$20.79 i|
$0.00
$20.79
jQ 4 2013

the Add a sort button, and then in the
list of fields, click BillingDate to sort
by month within each yearly quarter.
Group. Sort, and Total

Group on Account Number (AccountNumber)
Group on Billing
1 | Group on BillingDate * from oldest to newest

G= Add a g ro u p
Date added
A dd a sort
Figure 3
'
'*
HOME
|" |
REPORT LAYOUT TOOLS
CREATE
EXTERNAL OATA
[;A a] H j Colors *
View
Themes g ] FontJ.
51 Totals *
ab i
ID Hid* Details
& Sort
Grouping & Totals________
All Access Obje...

Search.
Tables
DATABASE TOOLS
DESIGN
ARRANGE
m ....h
FORMAT
FAAccess Chapter 4\Last_First_acc...
Last_First_acc04_Water;
Skills for Success
PAGE SETUP
I7 l
L?J
Page
Numbers
i id .
f2?L9
Q Till*
_
c) Date and Time
03
S3 Residents
9. On the Design tab, in the Grouping &

Totals group, click the Group & Sort
button to close the pane.
10. Save [Hj the report and leave it open for
the next skill.

Fietd,
Sheet
Header / Footer
Billing History Report
fi
ft

the Add a group button, and then in the
list of fields, click BillingDate to group
the Billing Cycles by quarter.
22-Sep-14
Billing H istory
4:47PM
S3 Water Bills
Queries
ft
3 !! Water Bills Queiy

Reports
LS
2014 Statistics
Ui
Billing Histoiy Report

1111 8 -4 3 5 0 1 8
Amount Paid
First Name
Uchyfaoume
Amount Due j
|jt1ita~
*
M -A p r-13
$29.44
$29.44
$0.00
3 I-M a y -I3
$34.00
$34.00 !'
SO.OO |:
30-Jun - 13
$1430
$14.50
$0.00
Records
sorted by date
Q 3 2013
$9.00
$9.00
$0.00
3 I- A u f - I 3 |i
520.79
$0.00
$20.79
30 -S tp-l3][
SI 1.07
$1 1 0 /
31 -Jul-13
|
SO.OO J]
! Group. Sort, and Total

Group on Account Number [AccountNumber)
| Group on Billing Dat* (BillingDate)
A dd a g ro u p
>
&
Sort by BillingDate
added
Add a sort
Figure 4
547
SKILL 8: Modify Report Layouts
| I Cêq 8
WTtT > -
In a tabular layout, you can insert and

delete rows and columns and then move
controls so that they better communicate
the report's information.
c*
HOME
REPORT IAYOUT TOOLS
CREATE
EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
FORMAT
Last_Fir*t_acc04_Waler: Database- F:\Access Chapter 4\Ust_Fir.

PAGE SETUP
aS Total*
[ A a | E Colon -
insert
Themes [a ] Font* -
^Logo
D .
Page _
Number* G Date and Time
ehi m

Fields
Sheet
Header/Footer
viewi________Themes__________Grouping Bt Totals________
All Access Obje... e jT
1. If necessary, open the Billing History

report in Layout view. Point to the
cell with the text Q2 2013. With the
pointer, drag the control into the first
empty cell below the cell with the text
Tables
ZD Residents
Queries
H H 9 I8
HJJ water Bills Out

Reports
22-Sep-14
Billing H istory
ij -Account
........-J
Number
ZD Water 8ms
5 0 0 PM
Last Name
First Name
B *n |
Amount Paid
A m ountD ue:
l |ci>yboume~"|[ra
Date group text
LSI
2014 Statistics
Ui
Billing History i
box moved
3 1-M ay- 13j(
V------W lU
n -T3
- TV '
30
=i rin
Claybourne.
30-A p r-13 f
2 . Click in the first Billing Date cell with

the text 30-Apr-13. Press and hold |Shift |
while clicking the Amount Due cell in
the same row. Compare your screen with
$34.00 f
T1 TT4.30
T30- A
$29.44
|Q3 2013
3 1-Jul-13 ;
30-Sep*l3 i
$34.00 )
m . m
1V
J 0
$29.44
$0.00
Four controls
selected
$0.00
$20.79
3 I -Aug-13
|Q4 2013
Figure 1.
3 1 -D e c -I3 j
$759
$7.59
$0.00
3 I - O c t- 13
$40.25
$40.25
$0.00
With the four cells selected, point to the

cell with the text 30-Apr-13, and then
drag the cell into the empty cell below
the Q 2 2013 control. Compare your
30-Nov-1 3
S8.00
$ 8.00
$0.00
|Q I 2014
Figure 1
4. Below the report header, click the Billing
Date label, and then press Deleted to

remove the label from the report.
& B *>IQ J I
5. Repeat the techniques practiced in this
REPORT LAYOUTTOOLS
CREATE
EXTERNAL DATA
Theme* g ] Fonts *
views
skill to move the Billing label to the

empty cell to the right of the Q2 2013
control.
'
HOME
Themes
f f i H * . Detail*
Last_Fir*t_ecc04_Water: Database- FAAccess Chapter 4Mast_Flrst_acc...
& Sort
Grouping & Total!
& I
ZD Resident*
EJ
*
Queries
Control*
water Bills Query
ijl 1 18*435018
Claybourne
Billing Amount Paid
LSI 201* Statistics
||Mik
1 0 22 01 3
J
to*
3 1-May-131
*3< I
$34.00 H
$0.00 j
30-Jun-13 I
$14.50
$14.50
$0.00
3 0 -A p r-13 j
S29.44
$29.44
$0.00
31-Jul-13 [
$9.00
30-Sep-l3 |
$11.07
$11.07
$9.00 1
31 Avig-13 [~
$20.79
$0.00
$20.79
$7.59
$0.00
$0.00
SO.OO
Q 4 2013
$759
31 -D e c -13
3 l-O c t-1 3 f
$40.25
3 0 -N o v -13 |
Q l 20 14
2 8 -ftb -4
k
Figure 2
Date and Time
5.-01 PM
Billing Date
|Q 3 2013
Title
22-Sep-14
Billing H istory
548
3 Logo
Header / Footer
Reports
Controls moved
Page
Number*
______________________________
-Cl................................................ ...............
j Account Number Last Name
First Name
ZD water Bill*
|~
$-40.25
$0.00
$8.00
58.00
SO.OO
$2.40
$2.40
$0.00
PAGE SETUP
fi \
Tables
6. Move the Amount Paid label to the

empty cell to the right of the Billing
label.
FORMAT
[ ^ f ê a A . s 'DC O t a â a
All Access Obje... j [ a

SeoreK.
ARRANGE
DATABASE TOOLS
Amount Due
so

Field*
Sheet
Tool*
SKILL 8: Modify Report Layouts

>.
I
r*
HOME
RfPORT LAYOUTTOOLS
CREATE
EXTERNAL DATA
B ' l [7
Bl R
Layout
j
liwert Imart ^ ê*et1 Cdunwi
Left
Right
Ro*
Rows & Columns
Grrdlmes Stacked Tubular
DESIGN
EE3
Meige
ARRANGE
IfijJ
Control Control
Margins Padding Position
ft |
right side of the report. Click the Arrange

tab, and then in the Rows & Columns
group, click Select Column. Press I Delete |
to remove the column from the report.
Repeat this technique to delete the other
blank column, and then compare your
Residents
22-Sep- 14
moved
Billing History
5:04 PM
ZD watei Bills
Queries
ft
3 3 Water Bills Query

Reports
ft
; Account Number Last Name

l[l 1 18-435018
[[Claybourne
|Q 2 2 0 13
LJ
201*1 Statistics
fJsi
Billing Histoiy Report
~~t
Amount Paid
Amount Due
31 *M y-13j |
$34.00
$34.00
$ 0.00 ;
30-Jun-13
$14.50
$,.so
$ 0.00
30 -A p r-13
$29.44
J29.44
Q 3 2 0 I3
$ 0.00
Amount Paid
| BHHng
Amount Due
3l-JuM3|:
$9.00
59.00
30-Sep-l3;
$11.07
$11.07
$0.00
3I-Aug-I3i;
$20,79
SO.OO
$20.79
1Billing
Q 4 2 0 I3
Amount Paid
7.S
31 O ct 13
$40.25
$40.25
$0.00
3 0 -N o v -13:
$8.00
$8.00
$0.00
| Billing
28-Feb-14};
$0.00
Amount Pafd
$2.40
these labels: Billing, Amount Paid, and

Amount Due. Click the Format tab, and
then in the Font group, click the Center
button .
Unused columns
deleted
Amount Due
$7.59
Q l 20 14
9. Use the Shift-click technique to select
$0.00 [
31-D e c -13
Amount Due
$0.00
$2.40
Figure 3
C*
HOME
5
CREATE
A a J BColors*
View
REPORT LAYOUT TOOlS

EXTERNAL DATA
DATABASE TOOLS
DESIGN
ARRANGE
PAGE SETUP
.S X T ,
iia
0^1 Logo
Q Titl*
Header / Footer
Themes______
All Access Obje...4
HI] Residents
22-Sep-14
Billing History
5:08 PM
Water Bills
Queries
Water Bins Query
| Account N umber Last Name
First Name
!j 1 1 18-4 35018
Mike
Iciayboume
Reports
k3
2014 Statistics
Amount Paid
Amount Due
31 -M ay-13
$34.00
$34.00
$0.00
30-Jun-13
$14.50
S I4 .S 0 |[
$0 .0 0
30 Apr 13
$29.44
$29.44
$0.00 j
Q 2 2013
Q 3 2013
31 -Jul-13 :
30 Sep 13
Killing
Billing
$9.00
$11.07
^Paid
Amount Due
$9.00
$0.00
11.07
$0.00

insert the Sum total to the Amount Paid
and Amount Due columns.
12. Click one of the cells with a Sum control
that was inserted in the previous step.
Point to the lower border, and then with
the |T1 pointer, double-click to AutoSize
the row's height. Compare your screen
with Figure 4.
I Billing History Report
Store*Tables
10. Click in any cell below the Billing label

to make the column active. Click the
Design tab. In the Grouping & Totals
group, click the Totals button, and then
click Sum to add a summary statistic for
each quarter.
Skills for
Themes [a ] fonts -
Views
Last_First_acc04_Water: Database- FAAccess Chapter 4\LMt_First_acc.
FORMAT
Move the Amount Due label to the

empty cell to the right of the Amount
Paid label.
8 . Click in one of the blank columns on the
Labels
Tables
H i
Move Move
Up Down
It for Suecess * ^
PAGE SETUP
5 ^
E=3
Split
Split
Vertically Horuontalfy
Meige/Split
Lst_First_a<c04_Water: Dlbse- FAAccess Chapter 4\Last_ttrst_ai
FORMAT
IJI Billing History Report \
All Access Obje...

Start*.
3
DATABASE TOOlS
13. Click Save [H] and leave the report open

for the next skill.
Sum controls
added and resized
Q 4 2013
31 -D e c-13):
31 -O c t-13
Billing
Amount Paid
Amount Due
$7.59
$7.59
$0.00
$40.25
$40.25
$0.00
Figure 4
Create Reports ) Microsoft Access Chapter 4
549
SKILL 9: Filter Reports
[ T ] ^ 04'9
Reports can be filtered in a variety of ways

so that you can view just the information
you need.
HOME
Paste
EXTERNAL DATA
CREATE
X, Cut
ifcCopy
ijf Form*! Painter
Fill.
A.,;-nd.n9
" i I 0c*nd.r>g
/ Remove Sort
- * Go To *
e s
k Select *
A -
Text Founattlng
22-Sep-14
Billing H istory
5:15 PM
WaUr Bills Qji
la
First Name
]E Z
3 5 4 0 -3 15669
Amount Paid
Amount D ue
28-Feb-13
Billing
$20.93
$20.93
$0.00
3 -M a r-13
$5.75
$5.75
$0.00
27J7
*2 7.3 7
$0.00
$54.05
$S4.05
$0.00
Amount Paid
Amount D ue
*1 1 .9 6
$0.00
Q l 2013
Billing Hutorj Report
3 1 -Jan I3j!
Record for Evie

Swickard
BiHmg
Q 2 2 0 I3
3 0 -A p r-13) [
*1 1.9 6
3 1 - M v 13
$17.50
*1 7 .5 0
$0.00
30-Jun 13
M S.2S
$45.25
$0.00
$74.71
$74.71 |
Amount Paid
30-Sep-13
$33.48
3 1-Jul-13
$8.00
$0.00
Amount Due
* 0 .0 0 J [
*0 .0 0
V I 4.85
$33.48 i
*8 .0 0
sn.nn 1
s i 4.85
NUM LOCK
FILTERED
Figure 1
*>
'
HOME
*
Post*
5. In the Between Dates dialog box, in the

Oldest box, type 7 /1 /1 3 In the Newest
box, type 9 /3 0 /1 3 Click OK, and then
When you add filters, the previous filters
remain in effect. Here, only the records for
Evie Swickard in the third quarter of 2013
display. At the end of this report, three rows
of totals display: one for the quarter, the
account number, and the entire report.
Last_First_acc04_Water: Database- F:\Accesi Chapter 4\Lst_First_acc04_Water.accdb (Access 2007 - 2013 Tile format) - Access
CREATE
EXTERNAL DATA
log
^ Advanced *
iesrcfc-
Tables
X j
Reildtntt
Water Bills
Id
Billing History R
S td i
[ H j,
pi
HSNew
iafl
New
2 . Town
TotdH
X
4*
Spelling
" J f x o * -
Rcplaci
:= i =
* Go To*
- B m
'
e ; S- 3
A-
S-
Tent Formatting
t
Figure 2
22-Sep-14
H istory
5:19 PM
First Name
3 S 4 0 -3 IS M 9
Evw
SwKklnJ
Only Q3 2013
30-Sep-13]
*33.48
*0.00
*33.48 ]
records display
31 -Aug- 13]
*14.85
SOM
$14.85
3 l) u H 3 jl
$8.00
*0.00
Totals for account

number 3540-315669
(filtered records only)
T- Selection
Toggle Filter
button is active
DATABASE TOOLS
All Access Obje...
Wat.r BflH CM.ry
//iter Bill!
lSl 20M Statistics
displays a Billing Date value. On the

Home tab, in the Sort & Filter group,
click the Filter button. In the Filter list,
point to Date Filters, and then click
Between.
Find
Hi! Mo
Replace
fi
When you apply a filter, only the subset of

records that match the filter criteria display,
and the Toggle Filter button is active. Here,
the billing history for only Evie Swickard
displays.
550
Spring
A D
find
Reports
3. In the Custom Filter dialog box, type

swickard and then click OK. Compare
Continue to the next poge to complete the skill
Toggle filter
Account Number LastName
4. In the report, click in a control that
5 ! Total*
Filter button
All Access Obje...

Sesrt*US Rasidantt
2. Click in the text box with the last name

Claybourne. Click the Home tab. In the
Sort & Filter group, click the Filter
button. In the Filter list, point to Text
Filters, and then click Equals.
- 0
DATABASE TOOLS
V fw t________ Clipboard_______ a
1. With the Billing Report open in Layout

view, switch to Report view [jJ
Last.Flr_acc04_Water! Database- F:\Aeews Chapter 4\Ust/irst_ace04_Watef .accdb (Access 2007 - 201J file foimat) - Acci
SS6 3J
-----------
____ *5 6.1 3
gOOO 1|
$8.00
9S633 1
Totals for
Q3 2013
Totals for entire
____ SL0.Q0L.JI _ _ _ S S 6 l3 3 - >
report (filtered
records only)
WTT
c*
HOMf
EXTERNAL DATA
B fe X C u t
Paste
COpy
'V Format Painter
Fihei
z 1 Ascending
T Selection
Xi Descending
^ 3 Advanced *
hs
, Remove Sort Toggle Filter
&
Skills for Success
DATABASE TOOlS
New
51 Touts
0 ;^
4A
* Spelling
Refresh v
All. A Delete More
Go To *
Find
& Select'
- y
.$ -
Text Formatting
| Billing History Report \
p \
Tables
22-Sep-14
Billing History
Ssi Residents
5:26 PM
"HI Watei Bills

Queries
!*"
^ 3 Water Bills Query

Reports
2014 Statistics
LSI
By default, any filters saved in a report are

not active when you open the report.
Il^~
Amount Paid
IS
Amount Due
31-D e c -13
$ 16.10 i r
$16.10
$0.00
30 -N o v -13! i
$24.00
$24.00
$0.00
$40.10
Billing
Q I2 0 I4
$40.10
$0.00
Amount Paid
Amount Due
$0.00
31 -M a r-14
$23.25 ij
$23.25
28-Feb-14
$16.08
$16.08
$0.00
31-Jan-14
$897
$8.97
$0.00
$48.30
$4830
$0.00
Amount Paid
Amount Due
30-Jun-14
Billing
$60.90
$60.90
$0.00
31-M ay-14
$11.22
$11.22
$0.00
3 0 -A p r-14''
$12.30 ][
$1230
$0.00
Q 2 2 0 I4
In the Sort & Filter group, click

Advanced, and then click Clear All
Filters.
The Clear All Filters command removes
all filters from the report. Once the filter is
cleared, it is can no longer be enabled by
clicking the Toggle Filter button.
Filtered
records
Figure 3
| f
1 "
Last_Firat_acc04_Watef: Database- FAAccess Chapter 4\L*st_First_acd>_Water.accdb (Access 2007 - 2013 file format) - Access
PRINT PREVIEW
ID 0
Print
Show Migiru
Size Margins Q Pri, D, u 0nly
| j| B
landscape Columns Page

Setup
Page Layout
&
HI
Q Q Hi
Zoom One Two More
Pge Pages Pages*
Zoom
Refresh Excel
Ail
Text
PDF Email
File orXPS
Data
More
*
Close Print
Preview
Close Preview
All Access Obje... e * |

P
Print preview of
_ W
I
1 tfv j
history for Allan Spratt
wi>fii
tu {
JUL
___sasui__ u O ____J
MttJ
M.I f
6 . Save [Bj, and then Close [x] the report.
In the Navigation Pane, double-click

Billing History Report to open it in
Report view. In the Sort & Filter group,
click the Toggle Filter button to reapply
the filter created previously.
? * Replace
Sort & Filter
Vttws________Clipboard
All Access Obje... I

Search.
L*st_First_acc04_Water: Database- F:\Access Chapter 4\Last_First_acc04_Wotei.nccdb (Access 2007 - 2013 file format) - Access
*
CREATE
KM
II P
-rrj
uj_i;f
mbJI.,
%
*{ m
I
ttw i
*H
!
r umoI!
wT
mb
8. Scroll down to the second account, to

display the history for Allan Spratt. Click
in the text box with the text Spratt. On
the Home tab, in the Sort & Filter group,
click the Selection button, and then click
Equals "Spratt". Compare your screen
with Figure 3.
9. On the status bar, click the Layout View
button |s|. Using the technique practiced

previously, AutoSize the height of the
last two rowsthe rows with the Sum
controls.
10. On the status bar, click the Print Preview
button
. In the Zoom group, click
One Page as needed to display the entire
page, and then compare your screen with
Figure 4.
11. If you are printing your work, print the

report.
Row heights
increased

report.
Figure 4
Create Reports
551
SKILL 10: Create Label Reports | I CIdeo'10

A label report is a report formatted so that
the data can be printed on a sheet of labels.
| #
HOME
Application

click Residents one time to select the
table.
'
lrt_Firtf_iKCtM_Wter: Database- F:\l
CREATE
EXTERNAL DATA
sen m m m

Design Lists
Templates__________ Tablet
All Access Obje...

SearchTables
p
a
3. In the Label Wizard, be sure that the

Filter by manufacturer box displays the
text Avery. Under What label size would
you like, select the label size where
Product number is C2160, as shown in
~D Water Bill!
Queries
Ul
2014 Statistics
Id
4. Click Next. If necessary, change the Font

Figure 1
5. Click Next. Under Available fields, click

FirstName, and then click the Move | >
button to add the field to the Prototype
label.
6. With the insertion point in the Prototype
label and to the right of IFirstName I,
add a space, and then Move | > the
LastName field into the first line of the
Prototype label.
7. Press Enter 1, and then Move [ > the
Street field into the second line of the
Prototype label. Compare your screen
with Figure 2.

Figure 2
Form
Form Blank mm-
Blame
Macro
f i C I m Module
3 Visual Basic
la b e l W iza r d
This wizard creates standard labels or custom labels.

What label sue woUd you Ike?
11/2' x 39/10"
1 1/4 x 7 31/50*
2 x 2"
1 1 / 2* x 1 1/2*
Label Type
Manufacturer
set to Avery
Each manufacturer identifies its label sheets

using a product number. Access formats
the report to match the dimensions of the
selected sheet size.
552
-n
Module
Report Wizard
a] Labels
Sheet feed
Figure 1.
name to Arial and the Font weight to

Light. Change the Font size to 10.
ft
^ 3 Water Bills Query

Reports
e--s;d,aeKbuttonu x
Product number:
ZD Resident!
2. On the Create tab, in the Reports group,

click the Labels button.
Query Query
a Cluptet 4\Last First_a<c04.Walef.*<
DATABASE TOOLS
Q Continuous
SKILL 10: Create Label Reports

I a
'
HOME
rtJir*t_cc04JrVatef: Database-
;
CREATE
EXTERNAL DATA
m m mn m m
Application Table Table SharePoint

Parts'
Design Lists*
Templates__________ Tablet______
est Chapter 4\LaJt_Fint_ctQ4_Wat.er.edt:
1- 2013 file format) - Acc
? S |
Query Query
Wizard Design
Queries
Form
n n
L!
8. Press [Enter |, and then type Aspen Falls,

CA Add a space, and then Move | >
the Zip field. Compare your screen with
Figure 3.
Is for Success
DATABASE TOOLS
CS Form Wizard
Form Blank _
Design Form B More Form*
I fS Report Vy
...
Report Report Blank
Design Report
ISU L_J .
f P ^ Module
^
Macro
Class Module
Visual Basic
All Access Obje...

Seorth3
You can create labels using a combination

of typed characters and fields from a table
or query.
Tables
ft
Residents
ZD Water Bills
Queries
S
ft
Water Bills Query
Reports
9. Click Next two times. Under What name
ft
Ifl
2014 Statistics
lil
would you like for your report, replace

the existing name with Residents Mailing
Labels
10. Click Finish to open the report in Print
Preview. Compare your screen with
Figure 4.
11. If you are printing your work for this
project, print the first page of labels by
setting the From and To values in the
Print dialog box to 2.
Figure 3
| Qj
Last_First_acc04_Water; Database- FAAccess Chapter 4\Last_First_acc04_Water.accdb (Access 2007 - 2013 file format) - Access
Pnnt
Size Margins Q p(jn| D#t# 0n(y
PRINT PREVIEW
Portrait Landscape Columns Page

Setup
Page layout
Zoom
Orve
Page
Two More
Pages Pages
Refresh Excel
Text
PDF
Email
More
Close Print
Close Preview
All Access Obje... ^ j ]

SearchTables
Labels report
in Print Preview
ZD Residents
ZD Water Bills
Queries
Water Bills Query
Reports
II
2014 statistics
IJ
14
Residents Mailing Labels
W ai Silvers
44567 N R ccadily Ct
Aspan Falls CA 934 63
Tonie Evangelo
38595 N W isett St
Aspen Falls C A 93464
When printing a label report, your printer

may require additional steps. Most printers
will not print until a sheet of labels or sheet
of paper is placed in the manual feed tray.
If you are working in a computer lab, check
with your lab technician or instructor for
what is required in your situation.
12. Close [x] the report, and then Close [x~|

Access. Submit your work as directed by
your instructor.
Mike Claybourne
Aspen Falls. CA 93463

Tom Tofflemire
21758 S Rotan Av
Aspen Falls CA 93464
Marjory Riviazzo
80139 N Fanny Ln
Aspen Falls. C A 93463
Bennett Rigo
9916 W /Wand Dr
Aspen Falls. CA 93463
Tracy Shimaoka
87969 N La Fontana W ay
Allan Spratt
99950 W W ild Phlox Way
Aspen Falls. C A 93463
Lovie Batdorf
96601 E Pine Meadows Or
Ella mee Grav

oaoca uunM4Kn>.<>f. n .
Joann Saylas
ono-j C 1
Unwti OH
Vicente Crespino
Figure 4
553
More Skills
The following More Skills are located at www.pearsonhighered.com/skills
More Skills
CD
Import Objects from Other Databases
You can import tables, forms, queries, reports, and other Access
objects from other Access databases.
In More Skills 11, you will build a database by importing objects

from other database files. You will import four tables, two
queries, one form, and three reports.
More Skills
Export Reports to Word
You can export reports to other file formats so that you can view
the data in other applications. For example, you can export
a report so that it can be opened in Word or sent as an e-mail
attachment.

In More Skills 12, you will export a report to another file format
and then open that file in Word.
More Skills CD Save Reports as PDF Documents

You can export reports to other file formats so that you can view
the data in other applications. PDF documents can be read from
any computer with a PDF reader application such as Word,
Windows 8 Reader, or Acrobat Reader.

In More Skills 13, you will export an Access report as a PDF file.
You will view the exported document in Windows 8 Reader.
More Skills 14 Save Reports as Web Pages and Save Export Steps
You can export reports so that they can be opened in a web
browser. In this manner, reports can be published and shared on
the Web. When you expect to export a report or other database
object frequently, you can save the export steps. The export task
can then be completed by clicking a single command.
In More Skills 14, you will export a report as a Hypertext

Markup Language (HTML) document and view the report in
your web browser. You will then save the export steps.
Please note th a t there are no additional projects to accom pany the More Skills Projects, and they are not
covered in the End-of-Chapter projects.
554
Review
Skills
Number
Task
Step
Open the property sheet
Design tab >Tools group
Build reports from queries
With the query selected in the Navigation pane, Create tab > Reports group > Report
Modify themes
Design tab >Themes group -> Colors or Fonts
Edit label text
Double-click the label control to enter Edit mode
Add labels (Tabular layout)
Click in a blanktable cell.Type the label text.
Format labels and text boxes
With the control selected, Format tab
Insert logos
Design tab >Header / Footer group >Logo
Select a specific control
Format tab -> Selection group > Selection arrow
Change alternate row colors
Select Detail control, and then Format tab -> Background group -> Alternate Row Color
Change number formats
Format tab > Number group > Number Format arrow
Add totals to reports
Click in column, and then Design tab >Grouping &Totals group >Totals
AutoSize labels and text boxes
With the control selected, double-click a border
Modify cell borders
In the property sheet, change Gridline Style properties
Change margins
Print Preview tab - Page Size group
Create reports with the Blank

Report Tool
Create tab > Reports group > Blank Report. In the Field list, double-click or drag to add fields to the report.
Insert title controls
Design tab > Header / Footer group Title
Add date and time controls
Design tab >Header / Footer group > Date and Time
Group and sort reports
Group, Sort, and Total pane - Add a group or Add a sort
Delete rows and columns
Arranae tab > Rows & Columns qroup -> Select Column or Select Row - press Delete |
Apply custom text and date filters
With a field selected, Home tab -> Sort & Filter group -> Filter button - Text Filters or Date Filters
Remove filters
Home tab >Sort & Filter group -> Advanced
Toggle filters on
Home tab -> Sort & Filter group -> Toggle Filter
Filter by selection
Click in field with desired value. Home tab >Sort & Filter group > Selection
10
Create label reports
Create tab >Reports group -> Labels
Property Sheet
Font group
Margins
Clear All Filters
555
Review
Key Terms
Detail control..........................539
Label re p o rt............................552
Layout v ie w ............................536
Report v ie w ............................537
Summary statistic................. 540
Online Help Skills

1. Start Access 2013, and then in the upper right comer of the start page, click the
Help button [?].
2. In the Access Help window Search help box, type conditional formatting and
then press 1Enter |.
3. In the Search result list, click Highlight data with conditional formatting, and
-
G l
A*
conditional formatting
H ighlight data w ith conditional form atting

NOTE
Access Help
Conditional formatting is not available in Access apps.
1. Open the form or report in Layout view, and select the control where you want to apply the
conditional formatting.
For information on forms see, creating an Access form.
TIP To apply the same formatting rules to multiple controls, hold down the CTRL key and
click each one.
2. On the Format tab, click Conditional Formatting.
TIP
To format a single control, click the arrow in the Show form atting rules for field
3. In the Conditional Formatting Rules Manager dialog box, click New Rule and select a rule
type.
4. Select an option from Edit the rule description.
5. Select the formatting that you want to apply and click OK.
6. To add a new rule to the same field(s), click New Rule and repeat this procedure from step 4.
NOTE When Access finds a rule that matches a value, it applies the formatting and stops
looking for additional rules.
In the following example, the top portion shows the Conditional Formatting Rules Manager set to show any
item with amount due exceeding $1000 in red text. The portion below shows how the conditional
formatting appears.
V
----------- L= * ---- -M -------------------------------_ -------- ------------ :-------------------
Figure 1
4. Read the article to answer the following question: How does adding
conditional formatting add meaning to report data?
556
Review
M a tc h in g
MylTLab8 )
__
1. To change a theme, Colors theme, or Fonts theme, use this tab.
A Blank Report tool
__
2. The Font group is located on this tab.
B Design
__
3. This is used when you want to build a report by adding fields
D Filter
one at a time or arrange them in a different layout.

__
4. A small picture that can be added to a report header, typically to
the left of the title.

__
E Fonts
F Format
5. To set the width of a report control to a precise dimension in
Layout view, this pane can be used.

__
C Detail
G Logo
H Property sheet
6. An area at the beginning of a report that contains labels, text

boxes, and other controls.
__
7. The Format Painter button can be found in this group.
__
8. To change the alternate row color, this report control should be

selected.
__ _
9. To display a subset of records on a report that matches a given
I Report header
J Selection
criterion.
__ 10. This button creates and applies a filter automatically using the
value in the active field.
/ BizSkills
v Video
1. What are some examples of good e-mail etiquette?
2. What are some things to avoid when e-mailing
co-workers?
557
Review
Multiple Choice
MylTLab8

1. A tool that can create a report with a single click.
A. Blank Report tool
B. Report tool
C. Report Wizard
2. The method used to edit text in a label control in
Layout view.
A. Click the control two times
B. Right-click the control, then click Edit
C. Click the control, and then on the Design tab,
click Edit
3. A method used to add a label control in Layout
view.
A. On the Design tab, in the Controls group, click
Text Box
B. Click in an empty cell and type the label text
C. On the Insert tab, in the Labels group, click
Add
4. This pane is used to add fields to a report in Layout
view.
A. Add Fields
B. Blank Report
C. Field List
5. Buttons to insert logo, title, and date and time
controls are found in this group on the Design tab.

A. Controls
B. Header / Footer
C. Tools
6. This pane is used to group and sort reports.

A. Group pane
B. Group and Sort pane
C. Group, Sort, and Total pane
7. To delete a report column in Layout view, this
method can be used.
A. Click in the column, and then press |Delete |
B. Click in the column, and then on the Arrange
tab, click Delete Column
C. Click in the column. On the Arrange tab, click
Select Column, and then press [Delete |
8. To apply a custom filter, this method can be used.
A. Click in the field, and then on the Home tab,
click the Filter button
B. Click in the field, and then on the Home tab,
click the Custom button
C. Click in the field, and then on the Home tab,
click the Selection button
9. When you close a report that has a filter applied,
the following describes what happens when the

report is opened the next time.
A. The filter created previously was deleted
B. The filter was saved, but it is not enabled
C. The filter was saved, and it is enabled
10. A report formatted so that the data can be printed
on a sheet of labels.
A. Label report
B. Mail report
C. Merge report

1. You have created reports using two different methods:
the Report tool and the Blank Report tool. Which
method do you prefer and why? What are the primary
2. You have filtered reports using two different methods:
One method added criteria to a query and then built
558
the report from the query. The other method added

filters after the report was finished. Which method
do you prefer and why? What are the primary
Review
Skills Review
To com plete this project, you will need the following files:
acc04_SRElectricity (Access)
acc04_SRLogo (JPG)

Last_Firstacc04_SRElectricity
2. Click the Create tab, and then in the Reports group, click Blank Report. In the
Field List, click Show all tables, and then expand the Residents table. Double
click to add these fields in the following order: Account, LastName, and then
FirstName.
Figure 1
3. In the Field List, expand the Billing Cycles table, double-click CycleDate and
then Usage to add them to the report.
4. Click Save, type Resident Usage Report and then click OK. Close the Field List,
and then compare your screen with Figure 1.

5. On the Design tab, in the Header / Footer group, click Title, type Electricity
Usage by Resident and then press |Enter |.
6. On the Design tab, in the Grouping & Totals group, click Group & Sort. In the
Group, Sort, and Total pane, click Add a group, and then click Account. Close
the Group, Sort, and Total pane.
7. Drag the field with the value Claybourne into the blank cell below the Last
Name label. Drag the field with the value Mike into the blank cell below the
First Name label.
8. Click the field displaying Account 1118-435018, and then click the Home tab. In
the Sort & Filter group, click Selection, and then click Equals "1118-435018".
Figure 2
9. On the Design tab, in the Views group, click the View arrow, and then click
Print Preview. Compare you screen with Figure 2. If you are printing this
project, print the report. Click Save, and then Close the report.
10. In the Navigation Pane, select Residents. Click the Create tab, and then in the
Reports group, click the Labels button.
Continue to the next page to complete this Skills Review ^

559
Review
a nr n
rc
---n S :
12 n * rr **
-n
iz .r .0 .
o C
All Access O bje...
11. In the Label Wizard, select Avery C2160, and then click Next two times.
Double-click FirstName to add it to the Prototype label. Add a space, and
then add LastName. Press |Enter |, and then add Street. Press [E nter], type Aspen
Falls, CA Add a space, and then add the Zip field. Compare your screen with
Figure 3, and then click Finish. If you are printing your work, print the first
page of the report. Close the report.
12. Open 2013 Statistics Query in Design view. In the CycleDate column Criteria
cell, type <1/1/2014 Click Save, and then Close the query.
13. In the Navigation Pane, select 2013 Statistics Query. Click the Create tab, and
then in the Reports group, click the Report button. Click Save, type 2013 Usage
Report and then click OK.
Figure 3
s S sr:
& . a * a D B i 0 s . - . 'aT ?r___
a n
A ll Access Obje... * ]) " 1,'h**'**"'--------------------------------------------------------------------
14. In the Header / Footer group, click the Logo button. In the Insert Picture dialog
box, navigate to the student files for this chapter, click acc04_SRLogo, and then
click OK.
15. In the Header / Footer group, click the Title button, type 2013 Electricity Usage
and then press Enter ].
16. Double-click the CountOfCyclelD label control, and then double-click the text
to select it. Type Sample Size and then press |Enter |. Repeat this technique to
change the AvgOfUsage label text to Average Usage
17. Click to select the Cycle Date label. Press and hold 1Shift |while clicking the
Sample Size and Average Usage labels. Click the Format tab, and then in the
Font group, click Bold and Center.
1 2013 Electricity Usage
18. On the Format tab, in the Selection group, click the Selection arrow, and then
click Detail. In the Background group, click the Alternate Row Color arrow,
and then click No Color.
19. Click a field in the Sample Size column, and then click the Design tab. In
the Grouping & Totals group, click Totals, and then click Sum. Repeat this
technique to add an Average total to the Average Usage column.
Figure 4
20. Below the Sample Size values, click the cell with the value 852. Point to the top
border, and then double-click to AutoSize the row. Click the total cell with the
value 22, and then press |Delete |to remove the control.
21. Compare you screen with Figure 4. If you are printing this project, print the
report.
22. Click Save, Close the report, and then Close Access. Submit the project as
560
Assessment
Skills Assessment 1
;y!Hab J
To com plete this database, you will need the following

files:
acc04_SAlParcels (Access)
acc04_SAlLogo (JPG)
You will save your datab ase as:

Last_First acc04 SAT Parcels
SAlParcels. Save the database in your Access Chapter 4 folder with
the name Last_First_acc04_SAlParcels If necessary, enable the content.
2. Use the Blank Report tool to create a report with these fields in
the following order: Owner, Value, Assessed, and Zone. Save the
report as Assessments
3. Apply the Organic theme, and then add a Title control with the text
Assessments by Quarter
4. Group the report by the Assessed field, and then sort the Assessed
field within each group in oldest to newest order. For the yearly
quarter label controls, AutoSize the control height.
5. Use the Property Sheet to set the width of the Owner column to 2"
and the width of the Zone column to 2" Change the alignment of the
Value label to Align Left.
6. For the Detail control, change the Alternate Row Color to Orange,
Accent 5, Lighter 80% (column 9, row 2).
11. Use the Report tool to create a report based on the Zone Values
query. Save the report as Average Zone Values
7. Create a custom Text Filter to display only the records in which the
Zone contains the word Residential
12. Add a logo using the file acc04_SAlLogo. Select the three column
labels, and then apply Bold and Center.
8. Switch to Print Preview, and then compare you screen with

Figure 1. If you are printing this project, print the report. Save, and
then Close the report.
13. Change the AvgOfValue label control text to Average Value and
then add a control that calculates the column's average. Format the
calculated control as Currency, and then AutoSize its height.
9. Create a Labels report based on the Parcels table. In the Label
14. Switch to Report view, and then compare your screen with Figure 2.
If you are printing this project, print the report.
Wizard, select Avery C2160, and accept the default label format
settings. In the first line of the Prototype label, add the Owner field.
In the second line, add the Street field. In the third line, type Aspen
Falls, CA add a space, and then add the Zip field. Accept all other
wizard defaults, and then Close the report.
15. Click Save, Close the report, and then Close Access. Submit the
10. Modify the Zone Values query so that the second Value column
computes an average for the group. Save, and then Close the query.
Create Reports
561
Assessment
Skills Assessment 2
To com plete this d a tab ase, you will need the following
file:
acc04_SA2Rentals

Last_First_acc04_SA2Rentals
SA2Rentals. Save the database in your Access Chapter 4 folder with
the name Last_First_acc04_SA2Rentals If necessary, enable the content.
Figure 1
2. Use the Blank Report tool to create a report with these fields in the
following order: Center and Room Number from the Rooms table;
and Date and Hours from the Rentals table. Save the report as
Rentals Report
3. Apply the Facet theme, and then add a Title control with the text
Community Center Rentals

4. Group the report by Center, and then group it again by
RoomNumber. Sort by Date from oldest to newest within each group.

5. Below the Hours column, add a control that calculates the column's
total.
6. For the Detail control, change the Alternate Row Color to Orange,
Accent 4, Lighter 80% (column 8, row 2).
7. Use filter by Selection to display only the rentals for Room CE110.
AutoSize the height of the three summary controls in the Hours
column.
8. Switch to Print Preview, and then compare your screen with
Figure 1. If you are printing this project, print the report. Save, and
then Close the report.
9. Create a Labels report based on the Renters table. In the Label
Wizard, select Avery C2160, and accept the default label format
settings. In the Prototype label, add fields and spaces to create
labels in the following format:
First Last
Street
City, State Zip
Accept all other wizard defaults. If you are printing this project, print
the first page of the report. Close the report.
562
Figure 2
10. Modify the Renter History query to display only the records with
RenterlD CF46260 Save, and then Close the query.
11. Use the Report tool to create a report based on the Renter History
query. Save the report as Renter Report
12. Resize the column widths so that the report is one page wide, and
then delete the Page Number control.
13. Select the six column labels, and then apply Bold and Center.
AutoSize the height of the Count control in the RenterlD column.
14. Switch to Report view, and then compare your screen with Figure 2.
If you are printing this project, print the report.
15. Click Save, Close the report, and then Close Access. Submit the
Assessment
Visual Skills Check

To com plete this database, you will need the following files:
acc04_VSPhones
acc04_VSLogo
You will save your d a tab ase as:
1L3
Phone List \
Last First_acc04_VSPhones
22-Sep-14
E m p lo y e e ^ o n e L'St
Open the student data file acc04_VSPhones,

and then save the database in your Access
Chapter 4 folder as Last_First_acc04__VSPhones
Use the Blank Report tool to create the report
shown in Figure 1. In the report header, add the
title, date, and time controls as shown. The logo
is from the file acc04_VSLogo. Group the report
by Department and sort it by LastName. Position,
size, and delete controls as shown in Figure 1.
Set the Department label control to size 14, Bold,
and merge cells so that the label spans the first
two columns. Set the alternate row color of the
group header row to No Color.
Chueng
(Duncan
(805] 555-1112
Kim
Leah
1(805)555-1410
Ramsburg
jNeely
|(805)555-1403
Buildings and Grounds

Baster
|Faehnle
Odell
||Kaylene
(805) 555-1172
1(805} 555-1106
jProsperi
jErasmo
(805) 555-1179
Shreffler
||Natacha
(805) 555-1357
Tylman
||Greg
(805) 555-1075
Willmarth
jGrady
1805) 555- U 62
Capital Im provement
Save the report as Phone List Print the report

or submit the database file as directed by your
instructor.
10:33 AM
A dm inistration
[Cali
Elane
(805) 555-1260
Cedar
Jeneva
(805) 555-U 83
|corti5
Noe
(805) 555-1064
Frisella
Buddy
(805) 555-1179
Scanlin
||xaver
:|(805) 555-1237
Siravo
Irving
(805)555-1310
J]
City Clerk
Figure 1
Create Reports I Microsoft Access Chapter 4
563
Assessment
My Skills
To com plete this d a ta b a s e, you will need the following file:
acc04_MYBaseball

Figure 1

student data file acc04_MYBaseball. Save
the database in your Access Chapter 4
folder with the name Last_First_acc04_
MYBaseball If necessary, enable the
content.
2. Use the Blank Report tool to create a
report with these fields from the League
Statistics table in the following order:
Team, FirstName, LastName, Hits,
AtBats, and BattingAverage. Save the
report as Batting Averages
Figure 2
3. Apply the Integral theme, and then

add a Title control with the text Batting
Averages
4. Group the report by Team, and then
below the Batting Average (BA) column,
add a control that calculates the column's
averages.
5. For the Detail control, change the
Alternate Row Color to Teal, Accent 6,
Lighter 80% (last column, row 2).
6. Use filter by Selection to display only
statistics for the Golden Rays team.
AutoSize the height of the two summary
controls in the Batting Average (BA)
column.
7. Switch to Print Preview, and then
compare your screen with Figure 1. If you
are printing this project, print the report.
Save, and then Close the report.
8. Create a Labels report based on the

Coaches table. In the Label Wizard, select
Avery C2160, and accept the default label
format settings. In the Prototype label,
add fields and spaces to create labels in
the following format:
First Last
Street
City, State Zip
Accept all other wizard defaults. If you are
printing this project, print the first page of
the report. Close the report.
9. Modify the Pitching Stats query so that
the ERA column calculates the average for
each team. Save, and then Close the query.
10. Use the Report tool to create a report
based on the Pitching Stats query. Save
the report as Team Pitching
11. Change the Title control text to Team
Pitching Statistics For the four column
labels, apply Bold and Center.
12. Add a sort so that the Team ERA column
is ordered from smallest to largest. Delete
the Count control in the Team column.
13. Switch to Report view, and then compare
your screen with Figure 2. If you are
printing this project, print the report.
14. Click Save, Close the report, and then
Close Access. Submit the project as
564
Assessment
Skills Challenge 1
following file:

Last_First_acc04_SClReviews
acc04_SCl Reviews
Open the student data file acc04_SClReviews and save the

database in your Access Chapter 4 folder as Last_First_acc04_
SClReviews Open Employee Evaluations in Layout view,
and then add grouping so that each employee's evaluations
display under his or her name. Position and sort the fields and
labels to make the report easier to understand. Add Totals to
the Attendance and Customer Relations columns that calculate
the average values for each column, and format the numbers
to display two decimals. Format the report to make it easier
to read, and adjust the column widths and heights to fit the
content each needs to display. Add a Title control that describes
the purpose of the report, and then filter the report to display
the evaluations for Jack Hooley.
Print the report or submit the database file as directed by your
instructor.
Skills Challenge 2
following file:

Last_First_acc04_SC2Students
acc04_SC2Students
Open the student data file acc04 SC2Students and save
the database in your Access Chapter 4 folder as Last_First_
acc04_SCStudents Create a query that can be used to create
a mailing labels report. In the query, include the necessary
name and address fields from the Students table, and then
filter the query so that only participants from the Central
neighborhood display. Save the query as Central Students
Query. Use the Label Wizard to create a label report. Arrange
the fields in the standard mailing address format. Include

spacing and punctuation where appropriate. Do not include the
Neighborhood field in the label. Accept all other default wizard
settings.
Print the report or submit the database file as directed by your
instructor.
565
C A P S T O N E
PROJECT
S tu d e n t d a t a files n e e d e d for this p ro je c t:
MOM!
CMATI
acc_CSShelters (Access)
acc_CSShelterData (Excel)
acc_CSLogo (JPG)
You w ill s a v e your file as:

Last_First_acc_CSShelters (Access)
1. Start Access 2013, and then open the student data file that came with this project,
acc_CSShelters. Use the Save As dialog box to save the database to your drive
with the name Last_First_acc_CSShelters If necessary, enable the content.
2. Create a new table in Design view. Add a field named ShelterlD with the
AutoNumber data type. Set the field as the table's primary key, and then
change the field's Caption property to Shelter ID
Figure 1
3. Add a field named ShelterName with the Short Text data type. Change the
field's Field Size property to 50 and its Caption property to Shelter Name
4. Add a field named Park with the Short Text data type, and change the field's
Field Size property to 50

5. Save the table with the name Shelters and Close the table.
6. Import the data in the Excel file acc_CSShelterData by appending the data to
the Shelters table.
7. Open the Shelters table, set the column widths to Best Fit, and then compare
your screen with Figure 1. Save, and then Close the table.
8. Relate the database's two tables in a one-to-many relationship by enforcing
referential integrity between the ShelterlD fields. For the relationship, select
both cascading options. Save, and then Close the Relationships tab.
9. Create a query in Design view, add both database tables, and then add the
following fields: ShelterName, ReservationDate, GroupSize, and Fee. Add

criteria so that only reservations for the month of July 2014 display. Save the
query with the name July Reservations
10. Run the query. Compare your screen with Figure 2, and then Close the query.
566
Capstone Project | Access
Figure 2
ntUHM.DATA
tUTAMUlOOU
Him
TAJU
IHllwlu
Access
11. Create a query in Design view, add both database tables, and then add the
following fields: Park, ReservationDate, and Fee. Save the query with the
name Shelter Revenue
12. Group the Shelter Revenue query by Park. In the ReservationDate column,
add a Count total, and then in the Fee column, add a Sum total.
13. Save, and then Run the query. Verify that 10 records display, and then Close
the query.
14. Use the Form tool to create a form and subform with the main form based on
the Shelters table. Save the form with the name Shelter Reservations
15. Apply the Retrospect theme, insert the logo from the file acc_CSLogo, and
then change the form's title text to Shelter Reservations
Figure 3
16. Use the Property Sheet to change the width of the Shelter ID text box control
to 4.8" and then Close the Property Sheet.
17. In the main form, add a new record with Memorial Shelter as the shelter name
and Centennial as the park name. In the subform, add a reservation with a
Customer ID of 1497076 The date is 11/30/2014 and the Group Size is 125
18. Compare your screen with Figure 3. Save, and then Close the form.
19. Use the Report tool to create a report based on the Shelter Revenues query.
Save the report as Revenue Report
20. Change the report title to Park Shelter Revenue and then change the Date
control's Number Format to Medium Date.
21. Add a sort that orders the CountOfReservationDate column from largest to
smallest.
2 2 . Change the second column label to Reservations and the third column label to
Total Fees
23. For all three column labels, change the font size to 12, apply Bold, and apply
Align Left. AutoSize the second column's width.
24. Below the Total Fees column, AutoSize the height of the Total control, and
then change the control's Number Format to Currency.
25. Close the Group, Sort, and Total pane, and then delete the control with the
page number. Compare your screen with Figure 4.
Figure 4
26. Save, and then Close the report. Close Access, and then submit the project as
DONE! You have completed Access Capstone Project
Access | Capstone Project
567
INTEGRATED
PROJECT
Create Envelopes from Access Queries

Recall that in Word, you can merge data into different types of
documents such as letters, envelopes, mailing labels, or email
messages.
You can use Access to store data such as addresses, filter that data in
an Access query, and then use the results of the query to create mail
merge documents in Word.

In this Integrated Project, you w ill create documents for the Aspen
Falls City Hall, which provides essential services for the citizens and
visitors o f Aspen Falls, California. You w ill help Carter Horikoshi, Art
Center Supervisor, create envelopes addressed to art students who
live in the Central neighborhood.
You can use tables and queries in Access databases as data sources
for mail merge documents. Queries are used to filte r the records
before using them as a mail merge data source. When you set a Word
docum ent as an envelope, the docum ent changes to the size o f a
standard envelope w ith placeholders for the return and recipient
addresses. Typically, the return address is typed, and the recipients'
addresses are retrieved from the database table or query.
You w ill add criteria to an Access query and then use that query as
the data source for a mail merge. In Word, you w ill create a document
th a t can p rint an envelope for each student w ho lives in the Central
neighborhood.
Tsium pa / Fotolia
568
Integrated Project 6 | Create Envelopes from Access Queries

Sfswmso13 Part 03

Загружено:

Сведения о документе

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

Sfswmso13 Part 03

Загружено:

Авторское право:

Доступные форматы

Integrated Project 3

Skills for Success -

Above Below Left Right

the text Whitehurst, and then press [Tab |to

I! Repeal Header Rows

Dear Or. Cheek:

11. On the Layout tab, in the Table group,

12. In the list, click Select Table. On the

13. On the taskbar, click the Excel button [

Thank you again for encouraging your students

14. Scroll down, and then click cell A36. On

Community Services Director

Merge & Center -

Conditional Format as Cell

Insert Delete Format

17. Click cell C36, type No and then on the

Match Destination For

DONE! You have completed Integrated Project 3

18. Save [Hj the Excel workbook, and

15. Click the Match Destination Formatting

Skills for Success '

10 . In the last table row, click in the cell with

Copy Word Tables into Excel Worksheets | Integrated Project 3

Link Data from Excel

Aspen Falls City Hall

Integrated Project 4 | Link Data from Excel

Time to complete this

Student data files needed for this project:

Using the skills in this project, you will be able to

You will save your files as:

Ubrary Boardof Trustees

At the end of this project you will be able to:

Copy Excel charts and paste them into Word documents

In the Friendsof the Ubrary bookstore, the remodeling seems to havework)

Aspen Falls Library

Link Data from Excel | Integrated Project 4

1. Start Word 2013, and then open the

Conditional Format as Cell

Merge & Center

Skills (or Succer

nsert Delete Format

2 . Start Excel 2013, and then open the

A spen Falls L ibrary

student data file exl_IP04BookSales.

Friends o f Library Book Sales

3. In Excel, click the chart border to select

the chart. Compare your screen with

On the Home tab, in the Clipboard

] to make the Word window active.

button to paste the chart in the Word

Last Firct m I IPfUR^onit - Word

7. On the taskbar, click the Excel button |8s

Continue to the next page to complete the skill

Integrated Project 4 | Link Data from Excel

Skills for Succes

Skill* for Success

line at the end of the document. On the

'* Format Painter

A preview of the data displays at the

8. On the taskbar, click the Word button.

10. Click the Link & Keep Source Formatting

11. On the taskbar, click the Excel button

In cell F7 type 8241 and then press [Inter].

13. Save [Hj the Excel file.